The environment of positivity should always be maintained in the organisation. True, but do we make enough efforts towards it? It is highly likely that the answer is “Yes” on an individual level, but it is dicey when it comes to the team. A good employee management is a crucial task of an HR manager in the organisation. One important aspect of it is to gauge the weakness of the employees and communicate with them individually to help them eliminate the same. Why? Because weaknesses are contagious. People tend to adopt weaknesses or inefficiency of others. Thus, when you notice a weakness in an employee, you as an HR manager, should take a lead and communicate it with the employee as soon as possible. But, it is not as easy as it sounds. One has to take several precautions in order to successfully convey your concerned opinion to the employee.
Set a positive tone
Now we know it is important to have an effective communication with the employee, we must mull over this particular question - what should be the tone of the conversation? Should it be bossy? Or aggressive? A friendly and positive tone is always welcoming in nature. People share their problem and issues more openly, and do not hesitate to share their weaknesses. On the other hand, a bossy tone will leave them with a sense of fear, and the whole purpose of conducting one to one meeting with them will be pointless.
Shhh... Don’t tell anyone
It may so happen that the employee himself comes to you with his/her issues or rather you prefer to take the responsibility in your hand to address the issue and ask the employee for an appraisal meeting. In both the cases, confidentiality should be maintained. Do not let other team members to get even the slightest idea of the conversation. You spotted a problem or weakness in an employee and you helped the individual to do away with it. You got it all done and dusted. I repeat again - Team members need not know about the difficult conversation. The primary reason for this is to save the other members from any distracting thoughts or events. The concentration should always be present in the work only. You may want to give yourself a pat on your back by saving their productivity.
Chose a comfortable place
We know with certainty that this kind of conversation is indeed difficult to execute, not just for the employee, but for managers as well. Thus, it is required to set an environment around you as relaxing as possible. And what could be more relaxing than a cup of coffee? A conversation in a cafeteria with a hot cup is a nice idea. It helps the difficult talk to appear much more casual. Another good example for non-caffeine junkie is to take a walk. Isn’t this amazing? Instead of sitting in a closed room, you could divert the fear and tension into these simple activities.
Let your emotions take a back seat
It is quite possible that the concerned employee may be your best buddy in the office. Having this tough conversation with him/her is not a piece of cake. The worst and the most probable thing that could happen is that he/she wouldn't take you seriously enough. This particular instance would act as a strong catalyst in sabotaging your work relationship with the employee. Hence, it is always better to convey the point as clearly as possible that the meeting is between an HR manager and an employee, not between two friends. Make them believe that you are a strong representative of the company. Let them know you are having this conversation for their own benefit.
Be the first one to break the silence. Do it for you and your organisation, and become a hero.