Difficult conversations are part of working life. Preparation helps them go better.
Clarify your goal
Decide what you want from the conversation: a change in behaviour, a clearer process or simply to be understood. Keep the goal in mind.
Choose the right time and place
Pick a private moment when neither of you is rushed. Ask if it is a good time to talk.
Start with the facts
Describe what you have observed, without judgement. “The report was submitted two days late” is easier to hear than “You are unreliable.”
Explain the impact
Say how the issue affects the work or the team. This helps the other person see why it matters.
Listen
Ask for their view and listen without interrupting. There may be context you do not know.
Agree next steps
Decide together what will change and when you will check in. Write down the agreement if appropriate.
Look after yourself
Take a moment after the conversation to breathe. If it went badly, reflect on what you could do differently next time.
