It can be difficult to have tough conversations with your crew as you may be concerned about how they will take it, especially if you haven’t trained them on how to give and receive feedback. Essentially, the objective is to achieve the desired goals as set out. However, the reality is that sometimes the team might not meet your expectations. This can come with feelings of disappointment and frustration, especially when there isn’t much room for error.
The good news is that it doesn’t have to be difficult to approach these types of conversations. It can be done in a way that creates an environment where you feel supported, and your crew feel like you’re working together towards a solution. You want to help them grow and improve rather than make them feel embarrassed or ashamed for not getting it right. The trick is knowing how to start the conversation so that both parties are comfortable talking about what needs to change. This way ensures expectations are clear and mistakes do not repeat themselves. Below is an outline of what you need to do to feel confident about having a difficult conversation:
Be clear about what you expect from your crew
- Be clear and specific – don’t beat around the bush.
- Explain the expectations in terms of the benefit to your department’s goals.
- Explain what you are looking for from the crew; what outcomes need to be achieved and how you would like this done.
- Set clear timelines; when do they need to achieve them?
- Explain why the expectations are important to you, as well as to them.
Give your employee the space to listen
When you’re having a difficult conversation with your crew, it’s important to give them time to reflect on what you have said. Don’t assume or jump to conclusions about their reaction. If they are defensive, keep your tone firm and calm while acknowledging their feelings. If you think you didn’t communicate your expectations clearly, then I suggest you take responsibility for this.
Explain why the expectations are important to you
It is important that you clearly define why you are setting the expectation in the first place. Doing this will help your crew to understand why this particular goal is important and how it will benefit them. For example: “It’s going to help us improve our communication skills as a team so we can become more efficient at getting things done together.”
Make sure you are communicating with your crew in a way they understand.
- Use plain language.
- Use examples to explain your point.
- Use visuals to make your point clear and memorable. For example, if you are explaining how to detail parts of the tumble dryer, then remove the filters and show them how you would like it to be done.
Set clear timelines and expectations, and follow up.
This is important to have a productive conversation with your employees. It will help you make sure that both parties are on the same page about what needs to be done, when it needs to happen, and why it matters.
While setting these expectations is important for both sides (Head of Department and crew member/members), it’s equally important to check in with the progress of the goal(s). Rather than micro-managing the project, the Head of Department should offer guidance and support, and those involved in the “project” should communicate if they are, at any point, not understanding how to complete the task required. In addition, if a crew member/team doesn’t meet their part of the agreement or fails at completing something before its deadline, then there should be follow-up from the Head of Department about how this happened and what steps will be taken next time.
Having a difficult conversation without creating animosity or damaging relationships
Here is how:
- Be respectful
- Take time to listen to what they have to say, without interrupting.
- Give them the space to offer solutions and collaborate on brainstorming solutions.
- Be patient – offer support and guidance.
- Be understanding – see things from their perspective.
- Take your emotions out of the conversation.
Conclusion
We hope this article gives you the tools and confidence to have a difficult conversation with your team. Remember, it’s important not only to set expectations but also to follow up on them and make sure they are understood by everyone involved. You can do this by being clear about what you expect from your crew. Give them space to listen, while explaining the importance of those expectations, and make sure they understand what needs doing in a kind but firm manner.
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