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7 Tips for Admins Who Want to be More Assertive

be more assertive

Today’s blog is one in a series on education, best practices and industry hot topics related to careers in Administration, including but not limited to those working as Executive Assistants, Admin Assistants and Office Managers. Today’s Admins handle duties that have no limits in scope and as the greater Philadelphia’s most trusted Corporate Transportation partner, Kevin Smith Transportation Group is invested in supporting those who work to make sure their companies run smoothly every day.  

If you want to hire your own Personal Assistant to book ground transportation, call 610-222-6225 and speak to one of Kevin Smith Transportation Group’s Corporate Concierges who can assist you with everything from Airport Transportation, Executive Black Car Service and Employee Shuttle Services.

Do you want to be more assertive?  Learning how to tactfully voice your opinions and assert your needs as an executive assistant is important. Many assistants have crossed the line from assertive to aggressive. So what is the difference between assertive and aggressive? Isn’t being aggressive good?

What’s the difference between being assertive and aggressive?  Before I go on, let me clarify the differences between passive, aggressive and assertive. By explaining the 3 of these, it will help you better understand the differences.

Passive: A passive person only cares about others and what they think and making sure everyone else’s needs are met. You might be thinking, “Isn’t that a good thing?” No. Not when we sacrifice ourselves or what we need to get done for the sake of others. 

Passive people can become resentful or blow up later, which then becomes aggressiveness.

Aggressive: An aggressive person only cares about themselves; therefore, they don’t care what they say or how they say it as long as they get what they want.

Assertive: An assertive person cares that their own needs are met AND cares about others. So they think about how they will communicate in a caring way and get what they need.

We all have needs to be met in the workplace so we can do our job and finish projects on time. We also have to make sure people do not walk all over us or be a cupcake! Assertiveness is the way to go because it is the happy medium. You care about yourself and your care about others.

Benefits of Being Assertive

• Reduces anxiety

• Provides a feeling of control

• Increases self-esteem

• Builds confidence

• We get resolution of the situation

• Less stress and wasted time

• You choose when to push a situation or not

• Protects you from being taken advantage of

We all know the famous Mayo Clinic. Here is what the Mayo Clinic has to say about being assertive. “Being assertive is typically viewed as a healthier communication style. Being assertive offers many benefits. It helps you keep people from walking all over you. On the flip side, it can also help you from steamrolling others.”

Risk can be involved, however.  Being assertive involves some risk because you aren’t guaranteed of the outcome. You have to be willing to take a chance, knowing the situation may not turn out like you hope it will. However, you have a better chance of having your needs met with assertive action than by being passive or aggressive.

When communicating assertively, it’s a good idea to start at the end. What you want to see happen and then work back. Make sure you clearly communicate your needs or desires. When these are communicated in a direct, tactful manner, you most likely will see the result you expected in the beginning.

Weigh the Pros And Cons of your level of assertiveness.  If you are doubtful as to whether to assert yourself in a particular situation, you should weigh the pros and cons. It is not the number of pros vs. cons that is as important as the impact of each pro and con.

8 Steps to Be More Assertive

Here are 8 steps to follow to be more assertive.

Outwardly confront something instead of holding it in or stewing over it. Passive people hold things in. They keep their feelings buried and do not like confrontation. Therefore, they are walked over and stressed out. 

While you may want to take some time to think about the situation and how you want to respond, do not sit on it for days and weeks. In fact, the sooner you confront a situation or something someone said to you, the better. Just choose your words carefully.

State their opinions clearly. You are entitled to your opinion. We are not clones of each other. When communicating with others take time to be clear when expressing your opinions and especially do not say anything that would hurt another person’s feelings.

Walk away at your choosing. Passive people walk away because they feel intimated by a person or the situation. An assertive person walks away because “it’s” just not worth their time or energy.

Be active, not reactive. Assertive people take action but they also stop and think before they take action. Again, they craft the message they want to deliver so the other person will be open to what they say.

Establish deadlines. You can start this today! Many executive and administrative assistants will ask, “When do you need this?” Of course, the common answer is, “As soon as you can get it to me?” Or, “As soon as possible.” Learn to ask people, “By when do you need this?” 

Get the people who assign you tasks or special projects to commit to the latest date by which they need something, not the soonest. This helps the person giving you the assignment set their own priorities and helps you prioritize your workload.

Do not accept inappropriate behavior. If there is anything that does not feel right or appropriate to you in the workplace, you must tell the offending person their action or words are not acceptable to you. A very simple example for assistants is the person who always comes into the assistant’s workspace and takes pencils or pens or whatever. 

If you don’t like that, then say something. That is a very simple example. My point is you do not have to accept behaviors that make you frustrated, stressed, or uncomfortable. My favorite saying is, “People will continue to treat you as you allow them to.”

Go to the source. People have a tendency to complain to their friends or co-workers about someone at work who upset them or who they don’t like. That does not change the situation or how you feelat least not permanently. 

When something arises with another person, you need to go directly to the source. Again, use positive communication skills. If you hear something via third party, make sure you have all your facts before going to the source.

If you want to hire your own Personal Assistant to book ground transportation, call 610-222-6225 and speak to one of Kevin Smith Transportation Group’s Corporate Concierges who can assist you with everything from Airport Transportation, Executive Black Car Service and Employee Shuttle Services.

Thank you for reading today’s blog on the Administrative Professional industry. Please visit us every week as we continue to publish tips, industry news and strategies that directly impact every Administrative Professional. Next week we will publish part 2 of today’s blog on Developing Administrative Skills.