Workplace conflict: giving constructive feedback
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Think about these questions before reading. Share your ideas with a partner.
- Think about a time you had to give someone difficult feedback, either at work or in your personal life. What made the situation challenging, and how did you decide to approach it?
- Describe the difference between feedback that is genuinely helpful and feedback that feels critical or unhelpful. What specific words or actions make feedback constructive?
- What are some potential negative consequences of avoiding a difficult conversation with a colleague about their behavior? In what situations might it actually be better to say nothing?
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Clearing the Air at Work
Listen to the dialogue. Notice how the vocabulary and grammar from the lesson are used to discuss a workplace issue.
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Answer these questions in your own words. Support your answers with evidence from the article.
01According to the article, what are some examples of unprofessional behavior that one might need to address with a colleague?
Sample answerThe article mentions a few specific examples, like when a colleague is constantly interrupting people, has a very negative attitude, or keeps missing their deadlines.
02In what way does the article suggest one should approach a colleague about their unprofessional conduct?
Sample answerIt emphasizes the need to be calm and constructive. The goal isn't to attack the person, but to address the specific behavior in a way that leads to a positive solution.
03Why does the article highlight the importance of specific vocabulary, such as 'constructive feedback' and 'boundaries'?
Sample answerI think it's because using precise, professional language helps keep the conversation from becoming too personal or emotional. Words like 'boundaries' or 'constructive feedback' frame the discussion in a professional context, which can prevent the situation from escalating.
04Based on the different skills mentioned, what makes discussing a colleague's negative behavior a challenging conversation to have?
Sample answerIt's challenging because you have to manage several things at once. You need the right vocabulary to be clear but not aggressive, you have to use the correct grammar to express your intentions properly, and you need to stay calm and constructive. It’s easy for the other person to get defensive, so you have to be very careful with your approach.
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Key expressions for workplace communication
Vocabulary
These expressions will help you discuss workplace issues and feedback more effectively.
Examples
To clear the air — to resolve misunderstandings or unspoken disagreements between people.
Use this idiom when you want to have an honest conversation to improve a tense atmosphere. For example: 'I think we need to talk and clear the air.'
To address an issue head-on — to confront a problem directly and openly instead of avoiding it.
This is a strong, professional phrase that suggests courage and proactivity. For example: 'Instead of ignoring his lateness, I decided to address the issue head-on.'
To walk on eggshells around someone — to be extremely cautious with your words and actions because someone is very sensitive or easily angered.
This idiom describes the feeling of a tense workplace relationship. It has a negative connotation, implying the situation is stressful and difficult.
To voice concerns — to express your worries or complaints about something in a formal or serious way.
This is a polite and professional way to introduce a complaint. It's less aggressive than 'to complain'. You could say: 'I need to voice some concerns about the project's deadline.'
To find common ground — to discover a shared opinion or area of agreement that can help resolve a conflict.
This phrase is key in negotiation and conflict resolution. It focuses on collaboration rather than winning an argument. For example: 'Despite our different approaches, we managed to find common ground.'
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Phrases for effective communication
Complete the sentences to learn more about handling difficult conversations at work.
Match each sentence beginning on the left with the correct ending on the right.
Drag or click to match
Definitions
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Grammar: Gerunds and infinitives
Grammar
In professional communication, the verb you choose determines whether the next verb is a gerund (-ing) or an infinitive (to + verb). Mastering this helps you express intentions, suggestions, and feelings more accurately when giving feedback or discussing workplace issues.
Examples
I suggest discussing this issue privately to avoid escalating the conflict.
The verb 'suggest' is always followed by a gerund (-ing form).
She decided to address her colleague's unprofessional behavior directly.
The verb 'decide' is followed by an infinitive (to + verb), often to show a future plan or intention.
He stopped talking when the manager entered. vs. He stopped to talk to the manager.
With 'stop', the gerund means the action finished. The infinitive means he stopped one action in order to do another.
Key points
- Some verbs (like enjoy, avoid, finish, suggest) are followed by a gerund.
- Other verbs (like decide, hope, plan, agree, promise) are followed by an infinitive.
- Always use a gerund after a preposition (e.g., 'He apologized for being late').
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Correct the professional communication
Read the sentences below, which are all related to discussing issues at work.
Each sentence contains one error. Find and correct it.
01I suggest to schedule a meeting to discuss this privately instead of in front of the team.
Corrected version
I suggest to schedule scheduling a meeting to discuss this privately instead of in front of the team.
02When giving feedback, it's important to describe the situation as objective as possible.
Corrected version
When giving feedback, it's important to describe the situation as objective objectively as possible.
03He avoids to take responsibility for his mistakes, which is frustrating for everyone.
Corrected version
He avoids to take taking responsibility for his mistakes, which is frustrating for everyone.
04Everyone is walking on eggshell around the new manager because she gets angry very easily.
Corrected version
Everyone is walking on eggshell eggshells around the new manager because she gets angry very easily.
05We look forward to meet you next week to find some common ground on this issue.
Corrected version
We look forward to meet meeting you next week to find some common ground on this issue.
06You should to address this issue head-on before it starts escalating.
Corrected version
You should to address this issue head-on before it starts escalating.
07She decided to voice her concerns for the unrealistic deadline during the team meeting.
Corrected version
She decided to voice her concerns for about the unrealistic deadline during the team meeting.
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Useful phrases: Giving a colleague constructive feedback
Vocabulary
When you need to address a difficult topic with a colleague, the right phrases can make the conversation productive instead of confrontational. Use these expressions to share feedback in a calm, clear, and professional way.
Examples
"I was hoping we could have a quick chat about [the project]." — A polite and gentle way to open a conversation.
Register: Neutral/Formal. Use this to start a potentially sensitive conversation without making the other person immediately defensive. It's much softer than saying "We need to talk."
"I've noticed that..." — Introduces an observation in a neutral, non-accusatory way.
Register: Neutral/Formal. Follow this with a specific, factual observation. For example, "I've noticed that in our last few meetings, we've gone over the scheduled time."
"When [the specific action] happens, it affects [the team/the project] by..." — Explains the impact of an action without blaming the person.
Register: Formal. This is a key phrase for constructive feedback. It connects an action to a consequence. For example, "When meetings run late, it affects the team by pushing back other scheduled tasks."
"Moving forward, would you be open to trying...?" — Proposes a solution in a collaborative and non-demanding way.
Register: Neutral/Formal. Use this to suggest a change. It frames the solution as an experiment you can try together, for example, "Moving forward, would you be open to trying to set a hard stop time for meetings?"
"How does that sound from your perspective?" — Invites the other person to share their point of view.
Register: Neutral/Formal. This is crucial for making the conversation a two-way street. It shows you respect their opinion and want to find a solution that works for both of you.
"I really appreciate you talking this through with me." — A positive way to close the conversation and thank them for their cooperation.
Register: Neutral/Formal. Use this at the end of the conversation to reinforce your good working relationship and end on a positive, collaborative note.
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Handling workplace disagreements
Read the passage about resolving conflict with colleagues.
Fill in each blank with the correct word from the word bank.
Word bank
When a conflict arises with a colleague, it's often tempting to avoid it. Many people prefer to on eggshells around the person rather than the issue head-on. However, this avoidance can make the situation worse and lead to tension. It's much more productive to schedule a private meeting to your concerns and try to the air. By discussing the problem openly, you can often common ground and agree on a way forward.
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Navigating difficult conversations
Read the passage below, then answer the comprehension questions.
Alex knew he couldn't put it off any longer. For weeks, the team had been walking on eggshells around Sam, whose negativity and missed deadlines were affecting morale. Alex dreaded having the conversation, but he also understood that avoiding the problem would only make things worse. He decided to address the issue head-on. His goal wasn't to criticize, but to clear the air and understand what was going on. He planned to start the meeting by voicing his concerns objectively, using specific examples rather than general complaints. He hoped to find common ground by focusing on their shared goal: completing the project successfully. Refusing to let the situation escalate was his top priority; he wanted to solve the problem, not to win an argument.
01According to the article, why did Alex feel he needed to speak with Sam?
Sample answerHe needed to speak with Sam because Sam's negativity and missed deadlines were negatively affecting the team's morale.
02What was Alex's primary intention for the conversation?
Sample answerHis main intention was not to criticize Sam, but to clear the air, understand the situation, and find common ground.
03What does the phrase 'walking on eggshells around Sam' suggest about the team's relationship with him?
Sample answerIt suggests the team was very careful and anxious when interacting with Sam, likely because they were afraid of his negative reactions or defensiveness.
04Instead of letting the problem continue, what course of action did Alex choose?
Sample answerHe chose to address the issue head-on and have a direct conversation with Sam.
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Discuss these questions with a partner. Try to use vocabulary from the lesson.
- Some cultures value addressing issues head-on, while others prefer a more indirect approach to avoid conflict. In your opinion, which style is more effective for long-term team success, and how does this compare to the typical communication style in your country's workplaces?
- Imagine a colleague's behavior is negatively affecting your work, but you're worried that voicing your concerns will damage your relationship. At what point is it better to risk the relationship to clear the air, versus continuing to walk on eggshells around them?
- The lesson discusses setting professional 'boundaries'. In today's culture of remote work and constant connectivity, how have these boundaries changed? Do you think it's become more difficult to give constructive feedback or find common ground when you're not physically in the same office?