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How do you communicate bad news to your boss or client?

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Communicating bad news to your boss or client is one of the most challenging and stressful situations you may face at work. Whether it's a missed deadline, a budget overrun, a dissatisfied customer, or a mistake you made, you need to deliver the message in a way that minimizes the negative impact and preserves the relationship. Here are some tips on how to communicate bad news effectively and professionally.

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Kim Korven

Retired lawyer and founder of My Lawyer Free Divorce - the approach where the children aren't caught in the middle but…

1 Prepare yourself

Before you approach your boss or client, make sure you have all the facts and figures ready. Anticipate the questions they may ask and prepare honest and clear answers. Also, think about how you will frame the bad news and what tone and language you will use. Avoid blaming, exaggerating, or hiding the truth. Instead, be respectful, empathetic, and confident.

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2 Choose the right time and medium

Timing and mode of communication are crucial when delivering bad news. Ideally, you should inform your boss or client as soon as possible, but not when they are busy, distracted, or in a bad mood. Choose a medium that is appropriate for the situation and the relationship. For example, a face-to-face meeting or a phone call may be more suitable than an email or a text message for serious or sensitive issues.

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Kim Korven

Retired lawyer and founder of My Lawyer Free Divorce - the approach where the children aren't caught in the middle but instead get the best of their parents and can thrive. TEDx Speaker.
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There is no “may” about it. Face-to-face, video call or phone are always better than an email or a text message. In terms of being busy or distracted, you don’t want to get into the other person’s head. Let them know you think you screwed up, and ask when is a good time to have a conversation about it.

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3 State the facts and the impact

When you communicate the bad news, start with a brief and clear summary of the situation. Explain what happened, why it happened, and what the consequences are. Use facts and data to support your statements and avoid vague or ambiguous terms. Acknowledge the impact of the bad news on your boss or client and express your understanding of their feelings and concerns.

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Kim Korven

Retired lawyer and founder of My Lawyer Free Divorce - the approach where the children aren't caught in the middle but instead get the best of their parents and can thrive. TEDx Speaker.
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You need to start with managing expectations. Likely if someone has given you bad news and you’ve started with the facts and background, the other person gets frustrated very quickly. They’ll say, “tell me already!” If this happens, the conversation can spiral downward. Better to start with, “you know the x project you gave me? I feel like a complete fool and may be blowing everything out of proportion, but I think I really screwed up and you’re the best person to guide me through this. Is now a good time to talk about it?” Here’s the thing, if you lead with vulnerability and take responsibility, the other person is more likely to demonstrate empathy. This will create a dynamic to have a good conversation.

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4 Offer solutions and alternatives

After stating the facts and the impact, you should show that you are proactive and committed to resolving the issue. Present your proposed solutions or alternatives and explain how they will address the problem and prevent it from happening again. If possible, involve your boss or client in the decision-making process and ask for their feedback and approval. Demonstrate your willingness to take responsibility and cooperate.

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5 Apologize and thank

Finally, you should apologize sincerely and appropriately for the bad news. Express your regret for any inconvenience or disappointment you caused and acknowledge your role in the situation. However, avoid over-apologizing or being defensive or self-pitying. Instead, focus on the positive aspects of the relationship and thank your boss or client for their support and understanding.

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Madison Masterson

CEO @ Mad Marketing | Influencer Marketing | Social Media Marketing & Strategy | Content Marketing | Branding | Disability & Mental Health Awareness | Social Media Creator | Strategy |Miami Influencer Marketing Agency
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Something I practice at my company is what we call the feedback sandwich. Where we start with a positive, integrate the negative, and end with a positive. A great way to end with a positive is always thanking the person for their time, commitment, work, and so on.

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6 Follow up and follow through

After communicating the bad news, you should not disappear or ignore your boss or client. Instead, you should follow up with them regularly and update them on the progress and outcomes of your solutions or alternatives. You should also follow through on your promises and commitments and deliver on your expectations. By doing so, you can restore trust and confidence and maintain a good rapport.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you communicate bad news to your boss or client?

1

2

3

4

5

6

7

1 Prepare yourself

2 Choose the right time and medium

3 State the facts and the impact

4 Offer solutions and alternatives

5 Apologize and thank

6 Follow up and follow through

7 Here’s what else to consider

Conflict Management

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How do you communicate bad news to your boss or client?

1

2

3

4

5

6

7

1 Prepare yourself

2 Choose the right time and medium

3 State the facts and the impact

4 Offer solutions and alternatives

5 Apologize and thank

6 Follow up and follow through

7 Here’s what else to consider

Conflict Management

给文章评分

感谢您的反馈

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