Navigating the complex landscape of communication with executives and fee earners can feel like a high-stakes chess game, especially for personal and executive assistants. In a world where every word counts and every interaction can impact your career, mastering the art of effective communication with top executives is not just beneficial—it’s essential to creating a successful career.
Regardless of whether you’re a manager, an assistant, or hold any crucial role within your team, knowing how to connect, convey, and conquer in these interactions can set you apart. After years of research, we want you to dive into these proven techniques that we have collected from assistants around the world, designed to help you break through barriers and ensure your messages are heard, valued, and acted upon by even the busiest and most challenging of executives.
Know Your Audience
Understanding your executive’s communication style and preferences can make all the difference. Tailoring your approach shows respect and increases the likelihood of a positive response. Here are some strategies to help you align your communication effectively:
- Personal Preferences: Every executive has their preferred mode of communication. Some might favor detailed emails, while others might prefer quick Slack messages or in-person discussions. For instance, if you know your executive appreciates face-to-face interaction for important matters, schedule brief check-ins or meetings instead of sending lengthy emails. This not only respects their preference but also ensures that your message gets the attention it deserves.
- Timing is Everything: Executives often have packed schedules, so finding the right time to communicate is crucial. Some might be more receptive early in the morning, while others might prefer discussions after lunch. If you notice that your executive tends to respond positively to morning meetings, make it a point to schedule your important discussions during this time. This approach increases the chances of your message being well-received and acted upon.
- Tailor Your Message: Customising your communication to align with the executive’s priorities and interests can significantly impact their response. For example, if an executive is focused on cost-saving measures, frame your proposals to highlight financial benefits and efficiencies. Show how your ideas directly contribute to their goals, making it easier for them to see the value and importance of your suggestions.
Be Clear and Concise
When it comes to communicating with top executives, clarity is paramount. Executives often have packed schedules and limited time, making concise communication essential to avoid confusion and frustration. Here’s how you can implement clarity in your daily interactions:
- Get to the Point: Start your communication with the main point to immediately capture the executive’s attention. For instance, if you’re onboarding a new client, begin: “I have created the following Client Information Form and saved it on the system under JSR/Div2025.” Follow this with necessary supporting details to provide context and justification without overwhelming them with information.
- Use Bullet Points: Presenting information in bullet points makes it easy for executives to scan and quickly grasp key points. For example, in an email update, you could write:
- Booked meeting room for client interview.
- Sent N1 Form for Mr A Baker.
- Updated Case Management System.
- Avoid Jargon: Keep your language simple and straightforward to ensure your message is easily understood. Avoid using industry-specific jargon or complex terms unless you are certain the executive is familiar with them. Instead of saying “utilise strategic synergies,” opt for “work together effectively.” This approach prevents misunderstandings and keeps the focus on the message.
Listen Actively
Effective communication isn’t just about speaking; it’s also about listening. Active listening demonstrates respect, engagement, and a genuine interest in what the executive has to say. By focusing on truly understanding the executive’s message, you can foster a more collaborative and productive relationship. Here’s how you can implement active listening in your daily interactions:
- Show You’re Listening: Non-verbal cues play a significant role in communication. Nod, make eye contact, and respond appropriately to what the executive is saying. For example, during a meeting, maintain eye contact and nod to indicate understanding. These small actions convey that you are fully engaged and attentive, reinforcing the importance of their message. This non-verbal feedback can make executives feel heard and valued, increasing the likelihood of a positive response.
- Don’t Interrupt: Allow the executive to complete their thoughts before you speak. Interrupting can disrupt their train of thought and can be perceived as disrespectful. This patience shows that you value their input and are willing to listen fully before contributing, which can prevent misunderstandings and demonstrate respect for their expertise.
- Clarify and Summarise: Repeat back what you’ve heard to confirm understanding. This technique ensures that both parties are on the same page and helps avoid any potential miscommunications.
Follow Up
The conversation doesn’t end when the meeting does. Effective follow-up ensures that decisions are acted upon and shows your commitment to the tasks at hand. It is crucial for maintaining momentum and demonstrating reliability. Here’s how you can implement effective follow-up techniques in your daily interactions:
- Send a Summary: After a meeting, send a summary of what was discussed, decisions made, and next steps. This ensures everyone is on the same page and helps to solidify the meeting’s outcomes. For example, if you had a meeting about a new action, your summary email might include key decisions like timelines, assigned responsibilities, and immediate next steps. This written record provides clarity and accountability, ensuring that all parties understand their roles and the expectations moving forward.
- Set Reminders: Track follow-up actions and remind the executive as needed. This can help keep important tasks on their radar and ensure that nothing falls through the cracks. For instance, if an executive agrees to review a document by a certain date, set a reminder to check in with them a few days before the deadline. This proactive approach shows that you are organised and attentive to details, which can significantly enhance your professional reputation.
- Be Available: Make yourself available for any further questions or clarifications. This accessibility can build trust and reliability, showing that you are a dependable resource. For example, after sending a follow-up email, let the executive know that you are available to discuss any part of the summary or next steps if needed. This openness encourages ongoing communication and reassures the executive that you are committed to supporting their needs.
Effective communication with top executives is about more than just exchanging information; it’s about building strong, respectful, and productive relationships. By being clear and concise, understanding your audience, being prepared, listening actively, and following up diligently, you can significantly enhance your interactions with executives. These tried and tested techniques will not only improve your working style but also contribute to more successful and collaborative outcomes. Embrace these strategies and watch your professional relationships flourish, leading to a more effective and harmonious workplace.
Article sourced from The Assistant Room.
