"Now lets rehearse that..." - Preparing for crucial conversations in the workplace.

I've been fortunate to have some really great bosses during my time in sport. People with experience who genuinely cared about me and supported my development. When I started Performance Director at British Swimming I worked with Ian Mason OBE. Ian was a straight talking Scot who had been Chair of Scottish Swimming for over a decade before joining British Swimming. At 35 years old I was a young and inexperienced Performance Director, in my first director role and it was Ian's unenviable task to support and develop me.

One area where I needed a lot of support to begin with was having a clear process around the challenging but crucial conversations that you simply can't afford to avoid in any high paced, high performing environment. Ian played a key role in helping me to structure what I was going to say and, importantly, how I was going to say it. Once we had a framework he would role out his favourite catchphrase "Now lets rehearse that..." in order to let me practice the words, the pace and the tone.

I always found that process incredibly supportive and helpful and I always endeavour to bring similar tactics into my leadership now, whether that is having the conversation myself or supporting a coach or staff member with a conversation they need to have with an athlete or member of the staffing team.

Here's 5 tip for preparing for those all important conversations at work.

5 Tips for Preparing for a Challenging Conversation at Work

Difficult conversations are an inevitable part of professional life. Whether it’s providing constructive feedback, addressing a conflict, or discussing a sensitive issue, preparing effectively can make the discussion more productive and less stressful. Here are five key tips to help you navigate challenging conversations with confidence and clarity.

1. Clarify Your Objective Before initiating the conversation, take time to understand what you hope to achieve. Is your goal to resolve a conflict, provide feedback, or set clear expectations? Having a clear objective will help you stay focused and prevent the discussion from veering off course.

2. Anticipate the Other Person’s Perspective Try to put yourself in the other person’s shoes. Consider their potential reactions, concerns, and emotions. Anticipating their viewpoint allows you to prepare responses that acknowledge their perspective, fostering a more open and constructive dialogue.

3. Plan and Rehearse Your Key Points While you don’t want to sound scripted, having a few key points outlined can help you stay on track. Actually saying the words out loud really helps me to get the tome and the message I want. Structure your message clearly, focusing on facts rather than emotions. If appropriate, use specific examples to support your points and avoid making assumptions.

4. Choose the Right Time and Place Timing and setting can significantly impact the success of a challenging conversation. Choose a neutral and private location where both parties can feel comfortable. Avoid scheduling the conversation when either of you is stressed or under time pressure.

5. Acknowledge Your Emotions Difficult conversations can be emotionally charged. Before the discussion, take a moment to recognise your own emotions and approach the conversation with a calm and composed mindset. You should acknowledge and be prepared for responses during the conversation that might illicit unhelpful emotions within yourself - Be prepared to pause the conversation if you feel yourself rising to the bait.

Challenging conversations don’t have to be confrontational. With the right preparation, they can lead to greater understanding, stronger relationships, and positive outcomes. By clarifying your objective, anticipating the other person’s perspective, planning your key points, choosing the right setting, and managing your emotions, you can navigate these discussions with confidence and professionalism.