Powerful Phrases for Administrative Professionals

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And anyone else who has a boss
Meryl Runion Rose

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 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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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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 I have a professional
opinion about that.
 As an admin, my
professional opinion is…
 The professional opinion
among ExecutiveAdmins
is…

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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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 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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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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 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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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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 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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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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 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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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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 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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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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 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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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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 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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We teach people how to treat us.
I’m a
professional

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 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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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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