Sometimes dealing with employee issues can be the most daunting task that you face in a day.  With everything else going on, this is the last thing you want to confront.  However, dealing with issues promptly can be one of the best things you do for yourself as a manager.   Small issues that you don’t face today can become the major issues of tomorrow.

The main reason why managers avoid these situations is that they’ve had less than stellar results in the past.  So why continue to invest the time?

There are ways to have these tough conversations in a manner that will benefit both employer and employee.  Some of these steps can be accomplished in the first few seconds of your conversation.

Deliver your feedback in a timely fashion.   Choosing the appropriate time to deliver feedback is nearly as important as giving feedback.  As the saying goes, timing is everything.  If you reprimand an employee before resolving the problem that has been created, you fail in three ways.  One, the problem is sitting unresolved.   Two, you risk embarrassing the person in front of other employees.  Three, the employee is not likely to be receptive to your feedback because he’s right in the middle of the problem.  First help the employee resolve the problem.   By doing so, you gain the position of ally rather than adversary and you’ve opened up a channel for the employee to be receptive to your feedback
Begin with positive feedback.  This builds trust and goodwill.  It also shows that you recognize and value the employee’s strengths.  It sets the employee’s mind at ease and makes them more open to listen.
Be specific about the performance issue and how it affects the business.  Your purpose is to address the performance issue at hand.  Be sure to stick to it and not delve off into past problems.  If the employee made a mistake two weeks ago and you decided to let it go, then let it go.  If you tack it onto this conversation, your feedback will likely come across as a personal attack.  It’s your responsibility as a manager to deal with issues as they occur.  Don’t penalize your employee if you fail to do so.
Encourage your employee to be a part of the solution.  Ask for ideas on how to best resolve the issue.  By doing this, you are no longer adversaries.  You become allies working together to reach a common goal.  Talk through some possible solutions and agree on an action plan to resolve the problem.
Follow up and provide support.  Encourage the employee when he’s on the right track and point him in the right direction if he’s veering off course.  Taking an interest in the employee’s success shows your commitment to their growth.  In most cases, this commitment will be reciprocated to you through employee loyalty and dedication.

These steps should take some of the anxiety out of reprimanding employees.  When you take the adversarial tone out of the equation, it becomes a positive interaction for the employee.  Seeing you as an ally in their progression will boost their confidence in you and your intentions.   You may also find the coaching experience to be gratifying.  You’ll have a growing satisfaction in your ability to help your employees excel.

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