Not everything happens in writing. Clients will call you, add you to work chats and invite you to video meetings. Assistants are often asked to join meetings, take notes and follow up on actions. Doing this well, on a phone or a laptop, makes you far more useful.
Work chat etiquette
Work chat on Slack, Microsoft Teams, Google Chat or WhatsApp is quicker than email but still professional.
- Keep each message complete. Do not send "Hi" and wait; write "Hi Abdul-Rahman, can you confirm the venue for Friday?"
- Reply in the right thread or group so the conversation stays together.
- Use a separate WhatsApp Business number or profile for work if you can, so work and family messages do not mix.
- Avoid voice notes unless the client likes them. Many busy people prefer text they can scan quickly.
- Respect quiet hours. If you must message late, say "No need to reply tonight."
Phone calls
Answer with your name and, if you answer for a business, its name: "Good morning, Damongo Tours, this is Amina." Keep a notebook or notes app open. Repeat important details back, such as names, numbers and dates. End by saying what will happen next.
Video meetings on any device
Free apps such as Google Meet, Zoom and Microsoft Teams work on phones and on computers. To save data and avoid problems:
- Test the link and your sound before the meeting starts.
- Join a few minutes early from a quiet place.
- Turn your camera off when you are not speaking if data is low, and tell the host why.