Best Practice - Communication

Strong communication isn’t just a nice-to-have in the EA role - it’s a core skill that affects everything from how you handle the day-to-day to how well you support strategic decisions. 

Whether it’s a quick email, a formal memo, a detailed report, or speaking on behalf of your executive, the way you communicate can shape perceptions, build trust, and keep things running smoothly.

Let’s walk through what solid communication looks like in practice.

Start with Clarity

Clarity and precision matter in every message you send. Whether you're writing your own emails or drafting something for your executive, aim to keep it clear, straightforward, and free of jargon. Confusion leads to mistakes - so it’s your job to make sure the message lands the right way, especially when you're speaking on someone else's behalf.

Emails That Get the Job Done

For emails, structure is everything. A clear subject line. A body that flows logically. Bullet points or numbered steps for anything with detail. Always take a moment to review before hitting send - check for spelling, grammar, tone, and accuracy. As an EA, you’re not just writing for yourself - you're often representing your executive and, by extension, the business.

Memos with Purpose

When it comes to memos, think short, sharp, and to the point. Start with a sentence or two outlining the purpose, then give the details in a way that’s easy to follow. Use headings or subheadings if there’s a lot of info. End with next steps or action points. Make it easy for the reader to scan and absorb what they need.

Reports That Speak Clearly

Reports need more depth, so structure matters even more. Introduction, key details, clear recommendations, and - where helpful - visuals like tables or charts. Keep the layout clean and your writing focused. You don’t need to write like a finance analyst, but accuracy and attention to detail here are non-negotiable.

Speaking on Behalf of Your Executive

This is where trust really comes in. You need to know your executive’s voice and preferences so well that when you write or speak on their behalf, it feels seamless. Whether you’re replying to an email, drafting a message, or making arrangements, always consider how they would want it to sound and what they would (and wouldn’t) say.

Listen First

Good communication isn’t all about what you say or write - it’s also about how well you listen. Active listening helps you understand the real message behind a request or conversation. It gives you the context to respond properly and avoid misunderstandings. Don’t assume - listen carefully, then clarify if needed.

Be Open to Feedback

No one nails it all the time. Feedback - whether it’s about tone, timing, or delivery - helps you grow. Be open to it. The more you refine your communication style, the more confident and effective you’ll become.

Stay Organised

Communication overlaps with time management. Emails, follow-ups, message tracking - it can get messy if you don’t have a system. Use the tools at your disposal to stay on top of it all. Staying organised means nothing gets lost in the noise, and everything moves forward without delays.

Being a strong communicator is a huge part of being a great EA.

It’s about being clear, professional, responsive, and adaptable - whether you’re writing for yourself or your executive. When you get this right, it builds trust, sharpens your reputation, and positions you as someone who can truly support at a high level. 🌻