Each of your employees has their own unique personality, which makes some much easier to manage than others. Many employees are laid-back, eager to learn and appreciate receiving constructive feedback, while others are bit more of a challenge. As the boss, it’s your job to find the best way to relate to everyone — even those who can be a bit problematic.

If you’re dreading giving feedback to a rather trying employee, follow these steps to make the conversation go as well as possible.

Start on a Positive Note

Everyone likes receiving compliments, so set the tone for a positive conversation by sharing glowing feedback first. Whether they did great work on a recent project or you’ve noted progress on a skill they’ve been working to sharpen, spend a few minutes building the person up. This should put them in a good mood and help lower their guard, so they don’t behave in a defensive manner.

State the Facts

After giving a few accolades, steer the conversation towards feedback that might not be as well received. Instead of using accusatory language — you didn’t, you always, etc. — simply describe the facts of the situation. The manner in which you deliver the message can make all the difference, so keep your personal feelings out of the discussion.

Get to the Root of the Problem

Give the person a chance to tell their side of the story. Whether you’re giving feedback on a project that didn’t meet company standards or dealing with an ongoing personality conflict between staffers, the employee is bound to become unsettled if they don’t feel heard. This may also provide you with insights that offer a better view of the big picture.

Offer a Solution

Now that the two of you have talked it out, provide the employee with a solution to improve. This shows you’re on their side, trying to help them progress — not working against them. If the person has other ideas, hear them out and work together to find a compromise that works for everyone. It’s much easier to accept feedback when it’s presented as a conversation, so for once, you might be pleasantly surprised with the response from this typically difficult person.

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