A 6 Step Plan for Tough Conversations with Employees
One of the most challenging aspects of leadership is having tough conversations with your team. These discussions can range from addressing performance issues to delivering difficult feedback or discussing sensitive topics. While these conversations may be uncomfortable, they are crucial for your team members' growth and development and your organization's overall success.
The most common reasons for having difficult conversations include conflicts within the team, poor performance, unprofessional behavior, violations of company policy, termination, or layoffs. Any conversation can be difficult, however, when there are substantial differences of opinions or heightened emotions.
Leaders who avoid or mishandle these tough conversations due to fear of conflict, discomfort with confrontation, or uncertainty about approaching these talks risk hindering team dynamics, stifling innovation, and allowing unresolved issues to fester.
By embracing tough conversations head-on, leaders demonstrate their commitment to transparent communication, foster stronger relationships among team members, and pave the way for problem-solving.
Tough conversations also allow leaders to communicate expectations clearly and hold individuals accountable.
Here’s a six step process to help you successfully have tough conversations with your team.
1. Plan and prepare
Tough conversations are most successful when you begin with a clear understanding of what issues you want to address and what outcomes you want to achieve. Before initiating the conversation, gather all relevant information, facts, and examples to support your points. For example, if you tell an employee there is a problem with their performance, you should have concrete examples of missed deadlines, unsatisfactory work, or other issues.
Before the meeting, clarify your objectives and determine the outcome you want to achieve from the conversation. What would it look like for you and the employee to successfully solve this problem?
You should also take time to reflect on your own emotions and mindset before having the conversation. It's essential to approach the discussion with a calm and open mind.
Choose an appropriate time and place to have a confidential conversation without distractions and interruptions.
2. Set expectations
When you meet with your employee, it's essential to quickly communicate the purpose and importance of the conversation.
It's also essential to set the tone of the conversation. As a leader, you'll want to establish psychological safety and create an atmosphere where individuals feel safe to voice their opinions without fear of judgment or retribution. When people trust that their input will be respected and considered, they are more likely to engage in difficult conversations constructively.
Remember to maintain confidentiality at all times. This helps protect both the employee you are meeting with and others on the team.
3. Present facts
Avoid misunderstandings and misinterpretations in difficult conversations by presenting facts and sharing examples to support your points.
Being direct and specific with facts allows both parties to focus on the issue rather than getting sidetracked by personal feelings, emotions, or assumptions. With concrete examples and facts, you can focus on business outcomes instead of opinions.
4. Be empathetic
Even with forethought and facts, though, difficult conversations often stir up challenging feelings. Being empathetic and mindful of feelings and tone of voice when having challenging conversations can help move the conversation forward. Actively listen without interruption, ask genuine questions, and consider the other person's thoughts, feelings, and concerns.
Create a compassionate, safe space by avoiding derogatory or negative body language that may make the other person feel attacked or devalued. Choose your words thoughtfully to convey empathy and understanding.
5. Work together and plan next steps
Part of your preparation was thinking about the outcomes you’d like to achieve, but it’s important to ask for the employee’s input, too. Does your vision of an ideal outcome align with the other person? If not, what steps are needed to get alignment?
SMART goals are an excellent way to plan your next steps and achieve success. Work with your employee to establish Specific, Measurable, Achievable, Relevant, and Time-bound objectives to develop a plan on next steps. This builds trust and transparency to ensure everyone involved understands the path forward.
6. Follow up
After the tough conversation, schedule follow-up meetings to address any lingering concerns and to check in on their progress.
Be sure to document the conversation, which can be referenced for clarity and accountability. This document can also help track progress and follow-up actions.
Tough conversations are a challenge for all leaders, but they can be a transformative tool for improving individual performance, team dynamics, and business outcomes. When you use the tips above, you set yourself up for success and can minimize misunderstandings.
As challenging as they can be, the purpose of these tough conversations is to promote growth, learning, and improvement.
