6 Must Have Tips When Speaking To Employees about Problematic Office Issues

Part of being efficient and effective in the management of your company is how you handle employees. Happy employees, well informed employees, invested employees, employees that feel they are contributing to the corporate growth, are employees that will most certainly add to a positive bottom line. A positive work experience regardless of whether someone needs a job or not, will absolutely make people work harder, but at the same time, more effectively. I make it a point at The Party Goddess! to sit down with my employees and discuss what is going on in the office that is working, isn't working, and that they would like to see implemented. If they're invested in making the business grow, I truly couldn't ask for anything more. Of course there are times when one-on-ones are necessary to figure out if something is going on that needs to be looked into more closely. I don't confront, ever (ok, well I used to but I really try not to anymore). I inquire and explain the situation as I see it and try to have a very candid and relaxed back and forth with whomever I am speaking to. It doesn't help to intimidate your employee as much as it doesn't help to make it seem "it's my way or the highway". I want my colleagues to want to come to work every day and give me 100%.

When I have a sit down with my family or close friends, words aren't usually a challenge. You can feel free to speak your mind and basically put everything out there: the good, the bad, and yes, the ugly (let's hope it's not ugly, but...) The latter might get people uncomfortable, but with intimates, they can deal and get over it. However, it is a completely different animal when you are sitting and discussing work events with your employees. One's comfort zone is much like a person's personal space. Get too close and walls are erected. As such, a number of factors come into play such as state and federal guidelines when dealing with certain topics; whether another person from management needs to be present; the boss' body language, tone of voice and eye contact and how it is perceived... You get the idea. And, while it is a no-brainer that any breakdown in inner-work communications should be handled immediately and with a delicate hand, it never hurts to remind people that it only takes one bad situation to create a toxic atmosphere where the work product is affected.

On the other hand, it also takes no time during the work week to make sure that your employees know you have an open door policy where no idea is stupid and where, in fact, all ideas are potential profit makers. It is truly all about effective dialogue.

Must Have Tips:

1. The employee should not feel intimidated. While you might think that this is again one of those "no-brainers," you have no idea how many people I know who speak to their employees with an imperious and condescending voice. This doesn't foster an open atmosphere. It only serves to shut down the employee very quickly. I also have friends who are scared to death of their bosses. Not only are they scared to take proactive steps that might make a project so much better, they are racked with nervous energy every time they hand something in, thinking that non-constructive criticism is heading their way. Ask your family and friends if you do a good job at making people feel at ease. Do you deal with criticism as well as you receive praise? Many of you might be surprised by what the answer is.

2. Don't blindside your employees. I think it is only fair to give fair warning to an employee when you are going to be tackling an uncomfortable work situation such as poor productivity. Allow the employee the time to address the situation where he or she can speak directly to the issue you are bringing up. In this way, they might very well admit to the fact that they can do better, and at the same time give concrete ways that they will improve.

3. Allow Your Employees To Have Their Say. This follows directly from number 2 above. Setting up monthly meetings that cover issues other than specific projects, such as morale are a good way for issues to be discussed before it gets to a stage where confrontations are more likely to take place. Whether or not your organization is a democracy, theocracy or an autocracy, it is always good for employees to be able to talk about workplace matters. When people feel their voices are heard and worries being addressed, there is no doubt that everything from the bottom up will run more smoothly.

4. Schedule follow up meetings to evaluate any progress. Don't let anything linger too long. If you gave a due date for one month from your initial meeting, ask them to come back and speak to you on this specific point in two weeks so you can gauge what is going on. Show your employee that you do care about their work and that you are rooting for them to improve.

5. Don't rub salt in the wound. Should an employee discuss a fault of theirs at work, ask them how they might be able to correct it. Do not make matters worse by making them feel stupid. Point out where you think things could have gone better, how you might have handled the situation. But do so with kind words and words of encouragement. If the employee just can't get with the program, there are ways of letting people go that don't have to be traumatic, however, you also need to give them a chance to redeem themselves. It is as much for their co-workers as it is for them. Your direct reports will see that you are a fair-minded manager.

6. Ask if there is anything YOU can do to help THEM. Remember there is a life outside of work and your employees and co-workers usually have stress beyond the office that can contribute to their lack of success at the office. A great boss is one that can not only achieve high productivity from employees but one that is a good listener and makes individuals feel that you are there for them.