6 ways to prepare for a difficult conversation with a direct report

“Before calling the individual into your office, make sure you have a plan in place for how you would approach the conversation in a way that remains civil, professional, and collaborative,” Franzyshen advises. Focus on the conversation’s goal. “Do you want to change their behavior, are you looking for an explanation for the issues faced, or a combination of both?” It’s important to know your goal before beginning the conversation.

6. Don’t rush to judgment

Listen without judging to fully grasp the direct report’s perspective, recommends Dieter Hsiao, CEO at digital consulting agency DIVISA. “Ask probing questions to determine the root causes of underperformance and provide specific, constructive feedback and recommendations.”

If challenges persist despite engagement and support, the individual’s role may need to be reevaluated. “Changing leadership can be hugely disruptive, so I make every effort to provide opportunities and resources for improvement before taking that step,” Hsiao says. “Open communication and a collaborative approach are key to resolving most issues, but the success of the team and business objectives must come first.”