As a personal assistant or executive secretary you regularly work for one or more managers. All managers have their own preference in communicating. Some like to be kept up to date via a standard phone call, while others prefer Whatsapp. Some managers want to catch up via Skype while abroad, and some are huge Apple fans, so they prefer Facetime. So many options to communicate with each other. As a result, it is more important than ever to stay well connected. Below is a list of 8 ways of communicating which I use the most, in order starting from my favorite:
- The traditional phone call: Making old-fashioned phone calls is my ultimate favorite way of communicating. When my clients are in Europe, I prefer to pick up the phone to catch up with them. I always make sure that both my client and I are able to call each other at a fair rate. A good idea is to do some research ahead of time with the providers, so you don’t have to worry about the costs anymore.
- SMS: I prefer to use SMS for short messages or quick reminders. Why? With SMS you are always sure your message arrives as the receiver doesn’t need an internet connection to receive your message.
- Whatsapp Messenger: Only when I’m a hundred percent sure my client has internet access, will I use Whatsapp Messenger. Whatsapp also offers Whatsapp for Web, which is a brilliant tool for laptops and desktops. Whatsapp for Web makes it easy to copy and paste long messages, or send files and pictures from your laptop.
- Whatsapp Voice Call: The best thing about Whatsapp calling is that it’s free. When you know your client has internet access, it’s a great alternative for a traditional phone call. Be aware that when you are in the middle of a Whatsapp call and another person tries to call you or the person you’re talking to, your Whatsapp call will end automatically. This can be very annoying when there is a matter of urgency.
- Skype Preview/Skype for Business: I prefer using Skype when I haven’t talked to someone in a lengthy period of time. In my opinion, video calls feel more personal than normal calls, because you can see each other. Skype can also be very useful when you need to explain something, because it offers the possibility to share your screen. Skype for Business only costs a few dollars a month.
- FaceTime: FaceTime offers about the same benefits as Skype does. The good thing about Facetime is that it’s free. Of course, you and the person you’re talking to both need an iPhone of iPad to use the application.
- E-mail: In the case of long messages (e.g. messages with time schedules, summaries or explanations), I prefer using e-mail. A big disadvantage of using e-mail, is that most of my client’s inboxes are on the edge of exploding, so there’s a big change that my client misses my message. This is why I always try to summarize everything into a short, clear e-mail. Whenever it’s possible, I use the most important message as the e-mail subject so my client can immediately see what’s important and what can wait.
- Viber This is not my favorite app but sometimes you just have to adapt to your client’s wishes. If you’re a PA and your client prefers a certain app, you better make sure that you know how to use it, ahead of time. Viber is free and it also gives you the opportunity to make video calls.
Convinced? Please contact PA Dynamics for more information about our PA services for busy executives and managers. PA Dynamics also offers special package deals, for example ‘PA for a Day’ and ‘PA on Demand’, in case you’re in need of a personal assistant occasionally. Let’s get things done!
Copyright PA-Dynamics © 2017 – Translated from original Dutch article