How to have difficult conversations with your employees

Managing difficult conversations at work is a universal challenge that every manager will face at some point. While these conversations can be uncomfortable, addressing them head-on can lead to significant benefits for both employee performance and company culture. In this blog, we’ll share practical tips on having difficult conversations with employees to help you manage these discussions effectively.

Why difficult conversations matter

Avoiding difficult conversations can often lead to bigger problems down the line. Issues that are left unaddressed can fester, leading to decreased morale, reduced productivity, and an unhealthy work environment. Transparency and trust are crucial in the workplace, and tackling difficult topics directly helps build both.

Reasons for having difficult conversations with employees

There are all sorts of reasons why you may need to have a difficult conversation with an employee, but here are some common reasons:

• Poor performance or missed deadlines

• Inappropriate behaviour or conduct issues

• Interpersonal conflicts between team members

• Changes in job roles or responsibilities

• Sensitive topics such as redundancies or salary adjustments

Tips for having difficult conversations with employees

Preparing for the difficult conversation

Preparation is key to having a successful difficult conversation. Here are some steps to help you get ready:

Gather Information

Make sure you have all the relevant facts and data to support your concerns. This helps to keep the conversation focused and objective. Collect any documentation, performance reports, or examples that illustrate the issue. Having evidence reduces the risk of the conversation taking a wrong turn.

Choose the right setting

Select a private, distraction-free space for the conversation. This ensures confidentiality and allows both parties to speak openly. A neutral location can also help keep the discussion balanced and prevent either party from feeling defensive or cornered.

Plan what you want to say

Structure your discussion points to stay on track during the conversation. Clear objectives help ensure that all necessary topics are covered. Write down your main points and practice how you want to articulate them. This preparation will help you stay focused and avoid getting sidetracked.

Anticipate reactions

Consider how the employee might react and prepare some responses. This helps you remain calm and composed during the discussion. Think about possible objections or emotional responses and plan how to address them constructively. This anticipation can help you de-escalate any tension that may arise.

Communicating during the conversation

During the conversation, effective communication is essential. How you convey your message is just as important as the message itself.

Focus on specifics

Use clear and objective examples to discuss the issue at hand. This reduces misunderstandings and helps the employee understand your concerns. Avoid generalisations and stick to specific instances that illustrate your points. This clarity helps in making the conversation more productive.

Use “I” statements

Using “I” statements can help communicate your concerns constructively. For example, “I noticed that…” instead of “You always…”. This approach makes it clear that you are expressing your perspective, which can help reduce defensiveness and create a more open dialogue.

Active listening

Truly listen to the employee’s perspective. This shows respect and helps you understand their viewpoint, which can be crucial for finding a resolution. Use techniques like nodding, maintaining eye contact, and summarising their points to show that you’re engaged and understanding their perspective.

Focus on solutions

Work collaboratively with the employee to find solutions or improvements. This creates a sense of teamwork and shared purpose. Instead of just pointing out problems, discuss possible ways to improve the situation and involve the employee in creating a plan for moving forward.

Following up

Following up after the initial conversation is just as important as the conversation itself. It shows that you’re committed to resolving the issue and supporting the employee.

Summarise key points

Summarise the key points and agreed-upon next steps at the end of the conversation. This will help make sure that both parties are on the same page. A written summary can be particularly useful as a reference for future discussions.

Develop an action plan

Create a plan with clear steps and timelines to address the issues discussed. This provides a roadmap for improvement. Setting specific, measurable goals helps in tracking progress and maintains accountability for both parties.

Schedule follow-up meetings

Depending on the nature of the conversation, further discussions may be needed to track progress. Schedule follow-up meetings to ensure ongoing communication and support. These meetings can serve as checkpoints to assess improvements and make any necessary adjustments to the action plan. They also help make sure employees feel heard, respected and motivated to find a positive resolution.

Need help managing your team?

Managing difficult conversations with employees is never easy, but with the right approach, they can lead to positive outcomes. By being prepared, communicating effectively, and following up, you can nurture a more transparent and trusting workplace.

Ready to tackle those tough talks? You don’t have to manage them alone. If you want more practical advice and help on managing your team effectively, we’re here to help with a range of HR Services, including HR Consultancy, HR Advice 24/7, HR Training and more! Citation can provide you with the advice and resources you need to navigate these challenging discussions effectively. From on-site HR to creating HR Documentation tailored to your business needs, Citation can help you be ready for anything.

Why not listen to our podcast on how to handle challenging conversations with your employees? Our HR expert and Professional Support Lawyer Catherine Hare provides plenty of guidance on this topic that could help businesses like yours.