Here's how you can navigate communication with challenging colleagues or clients.

Approach every interaction with empathy and active listening. Seek to understand their perspectives and concerns, and focus on finding common ground. By maintaining professionalism and a solutions-oriented mindset, you can turn challenges into opportunities for building stronger, more collaborative relationships.

Take the time to understand the needs, concerns, and motivations of your challenging colleague or client. This might involve asking clarifying questions, active listening, and empathizing with their perspective. Understanding their underlying needs can help you tailor your communication approach more effectively.

This is also a time to establish that you are interested in them and serving them. That is why you are assessing their needs. So, you may want to ask questions here to let your colleague explain something further instead of assuming you understand. Use phrases like, "I want to make sure I have got it" or "I understand where you are coming from."

Maintain your composure and professionalism, even in the face of challenging interactions. Responding with patience and calmness can help de-escalate tense situations and facilitate more productive communication.

First, think about the energy in your body. Are you tapping your feet under the desk or the table? Is there tension in your shoulders or hands? Move to a slightly different position to release the tension. Slow your body down. Take a couple notes to give your body something to do to release energy. Second, pay attention to where your mind is at. Are you already thinking about how you are going to respond? If so, acknowledge that thought and come back to give your attention and even curiosity to your colleague. You may have to do this multiple times.

Be concise, direct, and transparent in your communication. Clearly articulate your points, expectations, and any necessary information to avoid misunderstandings or confusion.

Establish clear boundaries regarding acceptable behavior and communication standards. If a colleague or client crosses these boundaries, calmly but firmly reinforce them and communicate the consequences of continued violations.

Be willing to turn the conversation back to the problem at hand. And the person is not the problem. Again, you may have to do this multiple times. If you find you're having to do so many times, you may have to table the conversation and come back to it when there can be less emotion. You can do that with statements like, "It seems like we are stuck right now. Let's pick this up tomorrow." or "It appears we may have gotten as far as we are going to get today. Let's schedule another time to finish this up."

Focus on finding mutually beneficial solutions to any conflicts or challenges that arise. Approach the situation with a problem-solving mindset and be open to compromise or alternative approaches that address the needs of all parties involved.

After addressing the initial challenge or conflict, follow up with your colleague or client to ensure that the issue has been resolved satisfactorily. This demonstrates your commitment to effective communication and maintaining positive working relationships.