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■Keep it up! Learn how secretaries speak! We'll reveal the key points to making a good impression!
Secretaries often work with people in high positions in the company, so the way they speak and the choice of words are important. Depending on the workplace, they often deal with people outside the company, such as dealing with clients and visitors, and the secretary may give the company's first impression and be the center of communication. This time, we will introduce specific tips on how to speak to make a good impression as a secretary.
■The most important prerequisite for a good impression is a smile
When you want to make a good impression on others, try to always smile. Even if you are silent, just smiling will give a good impression. However, if you overdo it, you may appear suspicious, so a smile is enough.
Smiling can convey your goodwill to others. Humans have a nature called "reciprocity of favors," and when someone shows you favor, you feel that you have to return the same amount of favor. In other words, if you smile pleasantly, you can give a good impression and the other person will like you. On the other hand, if you have no facial expression, you will give a bad impression and the other person will not open up to you, so be careful. First of all, it is important to move your facial muscles and convey your feelings to the other person.
■Three factors that affect impressions
The impression you give to others is greatly influenced by three factors: "speaking style," "voice," and "conversation." First of all, people are moved by the way you speak more than the content of what you say. No matter how rich the content of your talk is, if you look down and mumble, you will not give the other person a good impression. In order to get the other person to listen to you, it is important to convey your message clearly and with passion while adding gestures.
Voice is also one of the factors that greatly change the impression. By being creative with the pitch and way you speak, you will be able to convey your story in an attractive way and give a better impression. Also, people who can liven up a conversation even on their first meeting will give the other person a good impression. It is a good idea to master the tricks to keep the conversation going and make an effort to make a good impression.
1. All the basics! Tips for speaking and listening in a way that leaves a good impression
First, let's review the basics of how to speak and listen. The basics of communication as a secretary are to use correct honorific language, look the other person in the eye when speaking, and try to interact in a cheerful atmosphere. Giving a good impression to both people inside and outside the company can make your work easier.
When speaking, be sure to use an appropriate volume of voice. If you speak too loudly, the other person may feel uncomfortable. On the other hand, if you speak too quietly, the content may not be conveyed accurately or you may convey a lack of confidence. It is also important not to speak too quickly, and to proceed while checking the other person's reaction and interest. It is also important to speak as clearly and as easy to hear as possible. When speaking yourself in a business situation, it is a good idea to choose your words with respect for the other person and be mindful of their situation and how they receive what you say.
When listening to the other person, try to naturally nod in the middle of the conversation. This will let the speaker know that you are listening with interest and understanding. However, it is important to be careful not to interrupt the other person in the middle of speaking. Secretaries need to convey accurate information to the executives, departments, and related parties in charge. In order to avoid misunderstanding the content of the communication, make sure to confirm any points you do not understand each time. If there are any points that remain unclear, humbly ask to confirm whether your understanding is correct. Also, if the other person is in trouble or has a misunderstanding in the middle of the conversation, support them. It is important to add explanations and summarize the story so as not to interrupt the conversation.
2. Tips for reporting
When reporting to people around you, especially your superiors, try to convey only the facts. It is said that the quality of a report determines your ability, so reporting is an important element in business. The trick is to report high priority items and conclusions first. This will allow you to share information without missing important matters. When reporting, it is necessary to organize the order and main points in advance. If you try to organize the content on the spot while speaking, it may not be conveyed well or it may take time, which may be a nuisance to busy people. Summarize as simply as possible so that it is easy to understand.
When reporting, be careful not to mix facts with your personal opinions, speculations, other people's opinions, or rumors. If your boss asks for your opinion or you absolutely need to include your own views, add words such as "This is my personal opinion" to make it easier to understand.
3. Tips for giving explanations
When giving an explanation, think first about how to make it easy for the other person to understand. It is a good idea to start by giving an overview of what you are going to talk about. When explaining, starting with the conclusion will also improve the other person's understanding. Explain in detail the particularly important points or parts you want to highlight in your explanation. If you want to make it more persuasive, try to add examples, images, and data. At the end of the talk, it is also recommended to add a brief summary of what you have talked about. In addition, it is kind to check if the other person has any questions. If necessary, try to provide additional explanations so that the other person can understand.
■ What is necessary for a voice that makes a good impression
Voice is one of the factors that affect impressions, but many people are not confident in their own voice. However, the impression of your voice can be improved through training. Abdominal breathing is particularly important when aiming for a voice that gives a good impression. Abdominal breathing is a method of breathing using the abdominal muscles instead of the chest. Professional voice actors such as singers, announcers, and stage actors basically use abdominal breathing to produce their voice. If you master abdominal breathing, you will be able to produce a stable and energetic voice.
In addition, good pronunciation is also important to give a good impression with your voice. Even if you have problems with your pronunciation, you can improve it with daily training. It is a good idea to be conscious of the muscles around your mouth and train your mouth to move smoothly when you speak.
■ Techniques for speaking that give a good impression
From here, we will introduce practical techniques for giving a good impression with your speech. Before you devise a way of speaking, it is important to first keep your mood bright and create an atmosphere that is easy to talk in. If you are feeling gloomy, the other person will also feel gloomy, and you will not be able to have a smooth conversation. Get into the habit of seeing things positively and make efforts to always stay in a bright mood. If you truly feel "fun," that will be conveyed to the other person, and the conversation will be more lively.
Next, it is important to increase your vocabulary so that the conversation does not come to a halt. If you have a small vocabulary, you will not be able to express what you want to say well, and the conversation will inevitably come to a halt. If you are not confident in your vocabulary, read as many words as possible to build up your knowledge. Also, even if you increase your vocabulary, it is meaningless if you do not know how to use it. It is a good idea to read novels and steal expression techniques from professional writing.
Another effective method is to ask questions that cannot be easily answered with "yes" or "no." By encouraging the other person to talk for a long time, the conversation will not come to a halt. And it is also important to be conscious of speaking logically while incorporating gestures in order to make a good impression.
■ Learn to speak nicely and build relationships!
For a secretary, speaking style and choice of words are part of manners, and also a way to make a good impression on those around you. In addition, to be a strong ally to your busy boss, it's a good idea to remember not only how to speak, but also how to report and explain things. If you master the basics introduced here and make it a habit, you will be able to build friendly relationships with your boss and those around you, and be able to play an active role as a valuable asset to the company.
【 TransACT Group 】
