8 Tips On How To Have Difficult Conversations With Employees

Are your employees failing to produce results every month? Are they consistently late to work? Are they inappropriate in the workplace?

Do they take more of your time? Or, do they need a lot of supervision? And yet, do they make mistakes regularly?

Or are your employees having some issues with you and their coworkers?

If you answered 'YES' to one or more of the above questions, then the chances are that you, as a leader or manager, are stepping back from having a very needed conversation.

Conversations are a great way to understand people and is considered as an essential communication skill. And they are even more important in the workplace. And as a manager or leader, one must be ready for clear talks with the employees.

Whether it's about the performance issue, pay cut, a denied promotion, or a business policy violation, those conversations need to be handled regularly and cautiously. Here comes the concept of having a tough or awkward conversation with your employees.

One known issue in dealing with employee-related concerns is to sweep it under the rug- to ignore it and hope it goes away. That may be a simple choice, but it is far from being profitable. But ignorance could make things even worse. And in no time, it will affect the environment and productivity in the workplace

That is why, when you know that a discussion is required around a topic, take the initiative to open the conversation immediately. Here are a few tips on how you can prepare for difficult conversations with employees.

8 Tips On How To Have Difficult Conversations With Employees

1. Gather Your Guts And Take The Initiative.

Managers are reluctant to participate in uncomfortable discussions because they are not sure how to handle it. They also fear that the debate won't' go as planned, and the employees will get upset. That is an obvious concern. Some employees don't like being told they are playing poorly or failing.

"If you're gearing up for a conversation you've labeled "difficult," you're more likely to feel nervous and upset about it beforehand. Instead, try framing it in a positive, less binary way," suggests Jean Francois Manzoni. Consider you are not giving negative feedback; you are just having a constructive conversation for betterment.

It will change your mindset and make it easy going for you. "The key is to learn how to handle them in a way that produces a better outcome: less pain for you, and less pain for the person you're talking to," added Manzoni.

2. Decide On The Right Time And Situation.

It will get worse if you pick up one employee and start complaining to the team members. You must demonstrate empathy and find the right stage for a difficult conversation. It could be the conference room or the meeting room or even a casual discussion over a cup of coffee. You have to find an atmosphere that makes everyone feel relaxed and comfortable.

3. Keep Your Emotions In Check.

Your conversation should be fact-based and not filled with emotions. Feelings or emotions might dominate the conversation and deteriorate any progress being made.

In that case, you have to decide to postpone and reschedule the meeting. Avoid saying, "I'm upset" or, "I thought." It will add negative emotional factors to the discussion.

At the same time, it is equally essential to offer the employee the opportunity to comment on his/her views. It will energize the conversation and develop a better employer-employee relationship, practically.

4. Keep It Private

Employees generally expect employers to maintain confidentiality whenever they come up with a complaint. However, make sure they understand that you cannot fully guarantee the same. You will have a duty to take action or to speak to others, depending on what they say.

Such circumstances often have three sides: the employee who complained, the employee who protested, and the facts. You have to take a step back and know the truth. Depending on the situation, you should schedule a private conversation.

However, you can consider having a witness who has the experience and the ability to handle tough conversations. Know more about this in the next point.

5. Keep A Witness To The Conversation.

You should almost always find a witness to be present unless this is a short conversation. A witness is even more important for dealing with issues like policy and behavioral problems. Usually, a witness is a supervisor or HR representative and never another employee. They should be informed about the situation in advance, too.

6. Please Don't Make It Scripted.

According to Holly Weeks, the author of Failure to Communicate, "It's very unlikely that it will go according to your plan. Your counterpart doesn't know his lines, so when he goes off-script, you have no forward motion, and the exchange becomes weirdly artificial. Your strategy for the conversation should be flexible and contain a repertoire of possible responses. Your language should be simple, clear, direct, and neutral."

And rightly so. You have to do your homework and prepare the meeting with proofs and cold facts. Noting down points can help you to say what you want. However, drafting a full proof script can be a wastage of time and effort.

7. Help The Other Person See A Way Out.

Remember, you are a coach, too, as a business leader. It is up to you to deliver everything your staff needs to succeed.

The other person should be able to take away something from the conversation. You can write a strong recommendation or ask how you can help him or her. Like you don't want problems, your employees hate it too.

Just don't tell them that they're doing wrong. Give examples of positive things they should do to change. Please provide them with the required instruments and tools for development. Giving them options and a helping hand can solve a lot of problems and restore respect in the workplace.

Also read: Master the art of respect in the workplace with these 8 tips

8. Take Time To Review

Carefully review what has been debated. Let the employee know when the problem is fixed or improved. Take them for a brief and informal discussion, or reaffirm your guidance. It will boost their confidence.

Also, make sure that you pre-schedule a follow-up plan if necessary.

Frankly, no one looks forward to difficult conversations at work. But adopting a systematic approach will help such challenging conversations to be successful. Strategies might be different for all, but understanding how to have a difficult conversation with employees ahead of time enables you to communicate effectively.

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This article is written by Susmita Sarma, a digital marketer at Vantage Circle. She was involved with media relations before shifting her interest in research and creative writing. Apart from being a classical music buff, she keeps a keen interest in anchoring and cooking. For any related queries, contact editor@vantagecircle.com