Effective communication: top tips

When you speak to an employee, ensure that you:

Preparing to speak to employees

1. Try to make the employee feel comfortable

These kinds of meetings can be quite awkward as the topic is one that is difficult to discuss, so you should let the employee know that you understand this.

2. Focus on the positive to begin with

For example, you can tell the employee what they do/how they behave which is productive. Balancing criticism with positivity is always good practice.

3. Focus on results and productivity, where possible

The employee may feel that they are being attacked and go on the defensive, so try to use phrases that focus on the effects of the bad attitude, such as “I am bringing this up because it’s important you understand the impact that your negative attitude has on your colleagues and the company as a whole.”

4. Be specific

Have an example of a bad attitude that you want changing and avoid being vague about what your issue is. Telling an employee that you don’t like their attitude is not going to be productive. Telling an employee that their gossiping about co-workers causes tension is much more direct.

You can then explain how making changes to their attitude will improve on job performance and general morale going forward.

5. Be inclusive

Try to use words like ‘we’ (i.e. “we feel like your attitude has declined” etc.) and avoid using ‘you’ too often as this directs blame onto one person and may make them feel singled out.

6. Avoid negative language

Avoid adding a ‘but’ or ‘however’ onto the end of positive statements, otherwise your employee will feel like you can’t say anything nice without turning it into a negative. Give the employee some positive feedback and go on to say how this ‘could be made even better’ instead of saying where it ‘needs improvement’.

7. Give the employee time to think about what you are saying

As a manager, it is tempting to try to fill awkward silences within a meeting, but sometimes this can anger the other person. Instead, allow silences within the meeting, give your employee time to think and appreciate exactly what you are saying.

Supporting the employee to find a resolution

After identifying the issue causing the negative attitude and discussing it, you’re ready to seek a resolution. The outcome of these meetings should clarify what is troubling your employee, allowing both of you to work towards resolving it.

Consider treating each situation like a mini staff appraisal. Regular check-ins, emphasising positives, and providing feedback will help gauge their feelings.

Know when to say goodbye

Many employees may feel embarrassed and apologetic about their negative attitude. They might not have fully grasped how their behaviour was impacting others. Often, providing coaching and support is sufficient to guide these team members back on the right track.

Other staff members may genuinely have grievances driving their poor behaviour. For instance, they might feel undervalued due to below-average salaries or perceive unfair staff rotas.

As a manager, it’s your responsibility to assess the validity of these complaints. If warranted, advise the employee to address their concerns through formal channels. To learn more about how to handle employee grievances, check out our handy guide!

However, there are cases where you may encounter unrepentant or unreasonable staff despite your efforts to resolve the situation. In such instances, following company policies and issuing a formal warning may be necessary.

In extreme cases, the impact of an employee’s bad attitude may require termination.

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