Speaking coach Nick Elston breaks down the barriers to finding your voice.
Key Takeaways
- The reasons administrative professionals stay silent in meetings
- The hidden value of an administrative professional’s insight
- Why your operational perspective is business intelligence
- Actionable challenges to start using your voice in the workplace
- How speaking up builds your role and your confidence
I was delivering a session to a room of senior executives when something struck me. Looking out at the audience, I noticed something telling: all the administrative professionals were sitting quietly at the back, taking notes, managing logistics, keeping everything running smoothly. But when it came to the Q&A? Complete silence.
Not because they didn’t have questions or insights. I could see in their faces that they absolutely did. But somewhere along the line, they’d learnt that their role was to observe, not contribute. And that’s exactly the problem we need to fix.
Let me be honest with you: as administrative professionals, you’re sitting on some of the most valuable insights in your organisations, and most of you are keeping them to yourselves. That needs to change!
The Elephant in the Room
Here’s something that might surprise you: according to research from Gallup’s State of the Global Workplace study, organisations with highly engaged employees are 23% more profitable and have 18% higher productivity rates. However, administrative professionals, despite being closest to the operational reality, are amongst the least likely to voice their observations in meetings. Why?
‘You’ve been conditioned to think your job is to support quietly from the sidelines. But that’s outdated thinking that doesn’t serve anyone.’
I’ve watched brilliant administrative professionals spot problems months before they explode, see solutions that could save thousands of pounds, and identify opportunities that others miss entirely. Yet they stay silent because they think it’s ‘not their place’. That thinking needs to change.
What’s Really Holding You Back?
It’s rarely about not having something valuable to say. Instead, it’s usually one of these mental roadblocks:
1. The hierarchy trap
“It’s not my place to comment.”
This assumes that your position in the org chart determines whether your ideas matter. But proximity to problems often trumps hierarchy. You see what others miss precisely because you’re embedded in daily operations.
2. The expertise myth
“I’m not qualified to have an opinion on this.”
Actually, you are. Your qualification might not be a degree or fancy title, but it is experience. You know how systems really work, where the bottlenecks occur, and what solutions might stick in the real world.
3. The perfectionism prison
“I need to have the complete solution before I speak.”
Wrong. Pointing out problems or asking the right questions is just as valuable as having perfect answers. Sometimes the best contribution is simply saying, “Have we thought about how this will affect the people actually doing the work?”
4. The confidence gap
“What if I’m wrong?”
So what if you are? Being wrong occasionally is the price of being engaged. The cost of being wrong pales in comparison to the cost of staying silent when you’re absolutely right.
Your Secret Superpower
Here’s what senior leaders know but rarely say out loud: administrative professionals often have the clearest view of how organisations actually function. Not how they’re supposed to function according to the org chart, but how they really work.
You see the cross-departmental politics, the workflow bottlenecks, the client touchpoints, and the operational inefficiencies that everyone else is too busy or too senior to notice. This isn’t just having opinions; it’s business intelligence.
How many times have you watched decisions get made that you knew wouldn’t work practically? How often have you seen processes implemented without anyone considering the administrative reality? Your perspective isn’t just valuable – it’s essential.
When you speak up about what you observe, you’re offering insights that can:
- Prevent expensive mistakes before they happen.
- Identify opportunities for process improvements that actually work.
- Highlight client or staff experience issues early.
Suggest practical solutions based on real-world conditions.
Building Your Speaking-Up Muscle (Without Terrifying Yourself)
Like any skill, speaking up gets easier with practice. But you don’t have to throw yourself in the deep end.
Start small with these steps:
Master the strategic question
Instead of staying silent when something doesn’t make sense, try: “Can you help me understand how this will work when we’re dealing with XYZ?” or “What’s our contingency plan if XYZ happens?” Questions feel safer than statements but can be just as powerful.
Use your unique position
Lead with your perspective. Try phrases like ‘from an operational standpoint’ or ‘in terms of day-to-day implementation’, which frame your input as expertise rather than just opinion.
Timing matters
You don’t need to interrupt meetings. Follow up afterwards with something like: “I’ve been thinking about our discussion, and there’s something I wanted to flag.” Often, the most valuable conversations happen after the formal meeting ends.
Document what you see
Keep track of patterns you notice. When you can say, “Over the past three months, I’ve observed…”, you’re providing data, not just hunches.
The Ripple Effect of Finding Your Voice
When you start using your voice strategically, you don’t just contribute more; you start seeing yourself differently. Each time you speak up and your input is valued, you build evidence that your perspective matters. This isn’t just about confidence – it’s about recognising your professional worth. And when administrative professionals start speaking up more, it changes how others see the role entirely. Instead of being viewed as a task-oriented support, you become recognised as strategic contributors.
I’ve seen this transformation happen countless times.
‘Administrative professionals who find their voice don’t just become more confident, they become more valuable, more respected, and indispensable.’
Your Challenge (It’s Easier Than You Think)
I want you to commit to being more intentional about using your voice. This doesn’t mean becoming the person who talks constantly in meetings. It means being strategic about when and how you contribute your unique insights. Start by identifying one area where your operational knowledge could add real value to decision-making. Maybe it’s workflow efficiency, client communication, resource allocation, or process improvement. Whatever it is, commit to speaking up about it.
This week, challenge yourself to speak up once in a professional setting. Ask a clarifying question in a meeting, suggest a process improvement, share an observation about workflow challenges, or offer input on a decision that affects your daily work. Remember, the goal isn’t perfection. It’s participation. Every time you use your voice professionally, you’re building both your confidence and your reputation as someone whose insights matter.
The Truth Nobody Wants to Admit
Your organisations need your voice. They might not realise it yet, but they do. The problems you see coming, the solutions you can envision, the efficiencies you could create, these aren’t nice-to-haves. They’re competitive advantages waiting to be unlocked. Nobody’s going to invite you to share these insights; you must claim that space yourself. Not aggressively, not rudely, but confidently and strategically. Your voice isn’t just about being heard, it’s about adding value. And as an administrative professional, you have a front-row seat to insights that others simply don’t have access to. The goal isn’t to become someone else.
‘The goal is to become the fullest version of your professional self: someone whose expertise is recognised, whose insights are valued, and whose contributions drive real results.’
The world needs more people who know how things actually work to start speaking up about it. Cheers to finding your voice and making it count.
