In the life of all the managers and leaders in the middle and top-level comes a day when they have to communicate difficult news to others. There are chances that you have dealt with such conversations in the past. Few examples of it could be telling employees that they are not going to get a promotion, disciplining the workforce, and even firing someone. It is never easy to be a part of a difficult conversation, not just from the receiver’s end but if you are expected to communicate.
Following are some tips that can make this inevitable process as painless as possible at the same time ensuring the productivity is not compromised:
Come to the point quickly
More often than not people tend to beat around the bush when they are supposed to have a difficult conversation. They keep dancing around until they find scope to slide in what they had to say in the first place. Difficult conversations become nearly impossible if the delivery is muddled. Know that it is not the time for feedback or compliments. While seemingly it may look that you are being harsh by coming on the critique right away, but in reality, you are doing that person a favor. So next time just come to the point quickly because the person you are talking to will know that a critique is coming.
Be clear
Do not compromise with honesty while delivering feeding or difficult news. Explicitly mention why are you having this conversation, let the other person be clear of your real intentions? Give evidence for all the things you say and make it as concrete as possible. The other person should know that you are not pulling it out of thin air. Therefore, know that clearer you are the better it will be received.
Plan the conversation but don’t script
Do your homework before you drop the bomb. You definitely would not want to have this conversation in the spur of the moment. Figure out what exactly are you going to say in your head and also anticipate things you think might be posed to you. Also, do take into account how the other person will react in so and so situation. You definitely do not want to get flustered in it. Another important thing to keep in mind is to never script the entire thing. You simply can not take everything into the account and if there is a question asked right off the bat, it will throw you off the conversation.
Be mindful of your language and tone
Your choice of words and the tone in which you choose to communicate mean a lot. Although, it is essential for you to highlight the very need of why the conversation is happening, but do not stop there. For instance, if you are trying to discipline an employee on the poor performance in the team. You can make them visualize the outcome you are looking forward to seeing in them. Tell them how it will help them if the team’s performance is good. This is a better way to deal with the situation instead of just telling the employee that they did not do well in the team. This way they have something solid to work towards (i.e. outcome) and they also understand why they are being in the position where they are.
Be Empathetic
It is very important that you be considerate of the feeling of the person you are having a conversation with. Put yourself in their position and see how the conversation would pan out, letting them process their emotions. Give them ample time, if you think they are not handling the conversation or the message in the way you expected them to. It is very important that you acknowledge the need for a break, so that they may process their emotions. Make sure you take that important pause when they are struggling with the news or the critique.
Try to explain your honest intention for the conversation. Be clear about where you are coming from. The person you are talking to should know why you are having this conversation with them. If you still think you are taking the news in a poor way. Remind them the only purpose why you are giving critique is because you care for them and you want them to succeed.