My LinkedIn profile says that I’m proficient in written and oral communication so that must mean I’ve mastered professional communication, right?!
We like to throw the phrase “professional communication” around a lot in my office, which makes sense, since we’re helping students on a daily basis to improve upon their professional communication skills. But what does that mean, exactly? I can teach a student how to write a professional cover letter, assist a student in drafting a letter of interest to a company via email, and coach a student on how to respond to a job offer, but there are parts of communicating professionally that we don’t often explain. Until, that is, we learn the hard way (or, in many cases, watch someone else learn the hard way). Professional communication implies that we only need to implement these skills when we’re in a professional setting like work but I’d argue that professional communication can be beneficial beyond the streets of campus or outside of the office walls, too. As we all know in student affairs, work is all over the place!
1. Don’t Respond Right Away! There are some obvious exceptions to this suggested rule, of course. If someone sends an email that requires a simple “yes” or “not today” then, by all means, go ahead and get that checked off of your to-do list. But often times, an email or phone call requires a little bit more thought, which can be a slippery slope as far as emotion is concerned. For example, if you get an email asking you to be a guest panelist for an exciting research symposium, you’ll probably feel flattered (and eager to respond with a resounding “OF COURSE!!”). Take a day or so to consider your other, prior commitments before agreeing to anything too quickly, though, so you won’t have to renege on an offer, which is even worse than saying no. Or, if your first inkling is to say “hard pass”, then take the time to draft a respectful email that won’t burn any future bridges. Emotions are best left out of emails because they can be easily misconstrued, especially negative ones, so take a deep breath before hitting reply.
2. What do you want to say? Make sure you have a game plan before picking up the phone and calling or scheduling a meeting with someone. Why? It’s a waste of your time and potentially someone else’s time if you call without specific questions, comments, or concerns. Make use of precious work time by communicating effectively and efficiently – not necessarily communicating for the sake of communicating. As a young professional, you’ll seem ill prepared if you schedule meetings without some end goal or agenda, even if you’d just like the chance to get to know someone better as a networking connection — come armed with a list of great questions. Be prepared before initiating the communication!
3. Take {good} notes. When you’re on the phone with someone, in a meeting, or even reading your emails first thing in the morning, make sure that you have a pen and paper handy to take notes on the communication. It’s awkward to ask for someone to repeat themselves when they’ve clearly given you the information before. It’s easy to zone out in a large meeting, a conference call, or before you’ve had your first cup of coffee, so make it easier on yourself by jotting down important dates, times, or players that were mentioned in the conversation. You’ll be better able to go forth and conquer if you can remember what you’re supposed to be conquering. I’ve even heard professionals say that they won’t hire someone who isn’t taking notes during an interview! This is a subtle, but crucial, piece of professional communication. Take notes!
4. Introduce Yourself! Especially as a young professional, I am sometimes hesitant to introduce myself when meeting older, wiser (read: intimidating) professionals in the field. You come across as lacking self-confidence when you don’t take this initiative, though, and that’s the opposite of what you’re going for! Be assertive and let folks know who you are and what you’re about. They’ll respect you more if they know who to respect. Lead with your name and your favorite, quick elevator pitch so that the new faces around you know why you’re a part of the conversation in the first place. Even in an email, it’s beneficial to lead with your name and some context if it’s the first time you’ve communicated with the receiver. Tell them who they’re working with!
> BONUS <
Podcast With Jennifer Keegin on Mid-Life Career Choices
