Strategies for Communicating with a Senior when Under Pressure: Tips for Handling Difficult Conversations Diligently

Communicating with a senior during a high-pressure situation can be challenging. When under pressure, it is easy to get caught up in the moment, which can quickly escalate conflicts between colleagues and management. While poor communication can make everyone's work more difficult, mastering effective communication under pressure is challenging and requires considerable time and effort. 

Multiple types of high-pressure communication scenarios that employees might have to face during their careers are discussed as follows:

1. Deadline or Target not Met: Employee has missed project or task target/deadline that required completion within that timeframe.

2. High-Stakes Negotiations: Critical discussions where the outcome can significantly impact the concerned employee.

3. Crisis Management: Responding to emergencies or crises such as data breaches, public relations scandals, or natural disasters seriously affecting business operations that happened under one’s responsibility area.

4. Performance Reviews: Annual or quarterly evaluations where there is a serious shortfall that can influence promotions, raises, or job security.

5. Mergers and Acquisitions: The complexities and uncertainties regarding jobs/roles while a business entity is merging with or acquiring another company.

6. Competition: Providing a response regarding aggressive moves by competitors that have led to loss of market share or revenue.

7. Responding to Strategic Decision-Making: Responding to strategic decisions by a company that can significantly alter the job/role of an employee in the near future.

8. Technology Failures: Responding to questions regarding system outages, software bugs, or other technology issues that disrupt operations.

9. Responding to Changes: Responding to the implementation of significant organizational changes such as restructuring, new processes, or cultural shifts that would significantly affect the concerned employee.

10. Not Meeting Client Expectations: Failing to meet client demands, especially with high-profile or demanding clients.

 

How to Communicate Effectively when Under Pressure

 

Communicating calmly and effectively under pressure is an essential skill. Maintaining composure, thinking clearly, and then communicating can help an employee respond appropriately, while an inability to do so can exacerbate the problem. We all know people who always seem to know the right thing to say and do in various high-pressure situations. They handle adversity with calmness and tact, smoothly navigating through any difficult scenario. Communicating well under pressure builds trust and strengthens leadership's confidence in that employee. Here are four tips for effective communication in pressure situations:

 

a. Control your emotions. While humans are inherently emotional, it is crucial to recognize how our emotions can influence our communication under pressure. Letting emotions dictate our responses can lead to undesirable outcomes and make us appear less competent and confident. Emotional control is essential for clear communication and ensures that others are more receptive to our message.

b. Eliminate prejudice. Everyone has unconscious biases that affect their thinking and decision-making. It is important to identify and overcome these biases (as detailed in "The Art and Science of Effective and Impactful Communication"). The most productive communication stems from maintaining an open mind.

c. Do not be afraid or get Emotionally Hijacked. During difficult conversations, it is vital not to succumb to pressure or be swayed by emotions. Instead, remain calm, speak respectfully, and be direct. Fight or flight is not the only option.

d. Be mindful of your body language. Communication is only about 7 percent verbal; most of the messages we send come from our body language. Pay attention to how your posture, eye contact, facial expressions, and gestures appear to others. Sitting with your arms crossed, avoiding eye contact, and slouching are all examples of negative body language that can put your listener on the defensive before you have even spoken. Instead, manage your facial expressions and body posture to appear open to conversation and eager to engage.

Tips to be a Better Communicator when Under Pressure (Lauren McGuire, 2022)

§  Take a step back to evaluate: Under pressure, it is easy to lose sight of the bigger picture, making effective communication challenging. Take some time to evaluate the situation. Stepping back allows you to gain a clear understanding of the context, helping you respond wisely rather than just reacting. §  Ensure you know all the facts: When discussing a specific issue or topic, it is crucial to fully understand the matter. Responding without complete knowledge can impact your credibility. Make sure you are aware of what’s happening around you. §  Measure your words and be clear: Under pressure, frustration and impatience can easily seep into communication. It is important to stay professional, calm, and clear. Take a moment to think about how you will phrase things to avoid misunderstandings or offending anyone. Avoid accusations, exaggerations, or overreactions. Instead, use constructive feedback, ensure your comments are descriptive rather than critical, and offer solutions. §  Be a good listener and empathize: If you are constantly thinking about what you want to say, you won’t understand the other person’s perspective. Pay attention to what they are saying and the emotions they’re conveying. Try to empathize, even if you do not agree with them. Put yourself in their shoes to understand their viewpoint, making it easier to convey that you want to collaborate on finding a solution. §  Check your tone of voice: Ensure your tone does not convey aggression, condescendence, or anything else that could offend the other person. §  Keep an open mind: Approach conversations with an open mind and be prepared to make compromises if necessary.

Dr. Karminder Ghuman, Head of MBA Department, LM Thapar School of Management,                                          Thapar Institute of Engineering & Technology (Deemed to be University), Patiala

This blog is based on contents from the book: "The Art and Science of Effective and Impactful Business Communication for Managers" 

https://rb.gy/t1fnup

This book has a compilation of research-based proven tools and strategies to guide professionals regarding the following aspects of business communication:

Employability Skills and Communication

Cover Letter and Resume Writing Group Discussion (GD) Personal Interview

Writing Skills

Business Writing Strategy E-mail Etiquettes Letter writing Agenda and Minutes of Meeting Office Memo, Notice, and Circular Writing Business Report Writing Writing a Compelling Press Release Business Proposal Writing

Organizational Communication

Bureaucratic Communication Satisfying Customer Care Intercultural Communication Leveraging Grapevine Communication Dealing with Ego, Power, and Organizational Politics Dealing with Aggression or Negative Emotions of a Senior at Workplace Communication Dilemmas at Workplace Communicating in Diverse and Hybrid Organizational Environment Crisis Communication Strategies

Managerial Communication

Making and Delivering an Impactful Presentation Probing and Confrontation Skills Problem Solving: Creativity and Innovation – Role of Communication Selling Skills Effective Meetings Conveying a Difficult Message Negotiation Skills Team Building, Group Communication and Inspiring Collaboration Providing Feedback and Criticism Conflict Management Personality Type of Leaders/Managers and Communication Style Communication Strategy and Decision-making Heuristics

Networking

Networking Greetings, Introducing, and Rapport Building

Technology and Communication

Technology and Communication Generative AI and Communication Social Media Communication

Leadership Communication

Leadership Style and Communication Communication Strategies for Corporate Leaders Public Speaking Persuasive, Confident and Decisive Communication Increasing Productivity

Entrepreneurial Communication

Story Telling Startup Pitching Persuasive Techniques: The Language of Persuasion Visual Content Creation: Blogs, Vlogs, Reels, Videos, Webinars, Tags, and Hashtags Content Writing and Career Opportunities

Monitoring and Measuring: Effectiveness of Communication

Communication Audit: Monitoring and Measuring Effectiveness of Communication