10 Essential PowerPhrases for Administrative Professionals

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Ten Key PowerPhrases for Office Pros

And anyone else who has a boss

Meryl Runion Rose

Quick Start Communication

PackageJust for Admins

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Phrases to say what you mean, and mean what you say,

without being mean when you say it

Meryl Runion



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#1: ADMINISTRATIVE DEADLINE

If the drop-dead deadline for this is (date), I’ll need the administrative deadline to be (date).

The administrative deadline is what matters now. That will ensure we have time to polish it by the client deadline.



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Why “ADMINISTRATIVE DEADLINE”?

The phrase "administrative deadline” solidifies budgeting time for the admin role.

Use the term administrative deadlines until you hear others use it, too. That's your signal people get it that your part in the success of projects needs to be factored into planning.



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#2: PROFESSIONAL OPINION

I have a professional opinion about that.

As an admin, my professional opinion is…

The professional opinion among Executive Admins is…



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Why “PROFESSIONAL OPINION” ?Too often, people think of admins as amateurs learning the ropes of other “real” professions. For example, “everyone knows” all admins want to be managers when they “grow up”.

NOT! The term “professional opinion” (and related phrases) affirms that administrative assistants are professionals in their own right, with specific knowledge bases and skill-sets.



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#3: What can you (we) do about it?

I can see why you’re upset. What can you do about it?

Now that we know what’s wrong, what can we do about it? How can we improve the situation?

I’m happy to discuss the problem if we stay focused on the question, what can we do about it?



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Why “What can you (we) do about it?”

Whiners and complainers – gossipers and bottom-feeders – and sometimes even proactive communicators – can get so bogged down in problems they can’t see their way out.

Complaints provide a foundation for constructive problem solving – with the right phrases, intention and vision.



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#4: DISCRETIONARY TIME Between now and Friday I’ll have (four) hours of

discretionary time. I can budget (three) of those hours for this.

I’ve tracked my regular tasks and find that I have (ten) hours of discretionary time each week. The rest of my week is filled with recurring tasks. That information will help us manage my workload.

Going into next week I have 20 hours of meetings scheduled for me. That limits my discretionary time.



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Why “DISCRETIONARY TIME”?

It’s easy to underestimate how much time is eaten away by maintenance and recurring responsibilities. That sets you up to overestimate what you can effectively do.

The term “discretionary time” makes your real availability concrete – to yourself and to others.



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#5: I speak with her/his voice

The boss wants the team to know that I speak with his/her voice and am filling his/her role in this meeting.

(Name) expects me to return with the same results/information you would provide if he/she asked for it directly. I speak with her/his voice.

(Boss’ name) put it this way. When I open my mouth, his/her voice comes out

I speak on behalf of (name). I speak with his/her voice. Pretend I’m him/her.



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Why “I speak with her (his) voice”?

If you speak on behalf of someone who has positional power, let people know you carry their authority. This phrase affirms that you aren’t offering your own opinion or acting as an independent agent. You speak as your exec’s agent. When your act as a surrogate, step into their level of power – even if your own position and acting on your own behalf, your authority has a different scope.



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#6: CAN IT WAIT?

Can it wait? I’m under deadline.

Is this important and urgent, or can it wait until I’ve put out a few fires?

Can it wait? I’d like to get back to you once I’ve…



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Why: “CAN IT WAIT”?

While you want to be accessible when needed, unnecessary interruptions can inhibit your productivity. Good phrases will help you weigh priorities moment-to -moment. They also help you overcome “habitual yessing” – a practice that undermines your effectiveness.

Often, requests can easily wait – plus they might find their own answers. “Can it wait” gets people thinking before interrupting. If it can’t wait, this question encourages people to be quick.



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#7: MAY I HAVE YOUR FULL ATTENTION FOR…?

I have three questions for you and I need five minutes of your time. May I have your full attention for five minutes?

I know you’re busy and I will keep this as long as it needs to be and no longer. May I have your full attention for an efficient check-in?

(Ten minutes) of quality meeting daily will save us both hours each week. May I have your full attention for quick daily meetings?



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WHY “MAY I HAVE YOUR FULL ATTENTION”?

It can be difficult to get an executive or manager’s attention. And yet a few minutes of quality time can save you hours of misdirection. If you know meeting will help you do your job better, assert your need.

Make your request focused. When admins specify the number of questions and/or the amount of time required (and mean it), many admins find that managers will give them the consideration they need. It’s easier to get full attention if your request is not open-ended.



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#8: IN ORDER TO GIVE THIS THE ATTENTION IT REQUIRES, I NEED… This will affect how I manage my

entire workload. In order to give this the attention it requires, I need…

In order to give this the attention it requires, I need to drop some of my other responsibilities. What can we delegate out so I can give this new project the time it deserves?

In order to give this the attention it requires, I need (help with data entry). I suggest we do that by…



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WHY “IN ORDER TO GIVE THIS THE ATTENTION IT REQUIRES, I NEED…”?

It’s not your manager’s job to manage your workload. It’s yours. Let your manager know if your workload is getting out of control. When asked to do something that would overload the schedule, figure out what it would take for you to make it work. Then ask.

It’s far better to speak up before an impossible workload becomes a crisis. Do speak up in a way that offers solutions, not just problems.



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#9: I’m a professional and I expect to be treated as one

Excuse me. I think you may not realize whom you are speaking with. I’m a professional and I expect to be treated as one.

Would you speak with my boss that way? We’re a team. Like him/her and like you, I’m a professional and I expect to be treated as one.

I’ll give you a pass for that remark, but moving forward, be aware that I’m a professional and I expect to be treated as one.



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Why “I’m a professional and I expect to be treated as one”?

We teach people how to treat us.

I’m a professional



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10. TEAM

As a partner on your team, I consider my responsibility to be… Does that match how you see my team role?

I’m on the team to represent the administrative requirements of the project. That’s why I suggest…

I’m on your team in this effort. I like being on your team.



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10. TEAM

As a professional, you are a fully vested member of the team. Don’t let your language indicate otherwise. In particular, you and your manager or exec are partners on a quest to hit a target. True, your roles are different . However, regardless of your decision-making power, your expertise qualifies you to be a potent collaborator. Use words that express your ownership of your role as a partner on the team.



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10 Essential PowerPhrases for Administrative Professionals

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