Here are 15 tips that can improve communication with your manager in almost any work environment. By Alexandria Hewko • February 15, 2022 • 7 min read
How you approach your relationship with your manager can make or break your time at the company. While each company and manager has different preferences for formality, employee engagement, and feedback processes, we have provided 15 tips that can improve communication with your manager in almost any work environment.
Having a good relationship with your manager is essential for succeeding at work. Communicating clearly and appropriately with your boss can help build trust resolve problems, and position you for career advancement. Follow these tips for discussing concerns asking for support, providing feedback, and having productive conversations with your supervisor.
Be Timely
Addressing issues promptly shows respect for your boss’s time. Bringing up a concern weeks after it occurs appears inconsiderate and can catch your manager off guard. Discuss problems right away or schedule a meeting if needing more time to prepare your thoughts. Being timely allows your boss to take quick informed action when necessary.
Know the Background
Understand relevant details before approaching your supervisor. For example, research company policies related to your request and compile any supporting documents. That way you can have an educated, constructive discussion rather than just venting frustration. Avoiding assumptions and learning the context around issues prevents miscommunication.
Pick the Right Time
Find an appropriate moment to connect with your manager, such as:
- After completing a project or milestone
- Before starting a large assignment
- During weekly check-ins
Avoid distracting your boss minutes before an important meeting or when they seem extremely busy. Instead, say, “Do you have a few minutes to discuss X? If not, when is a better time?” Respect their schedule.
Use the Proper Channel
Follow the proper chain of command and processes, rather than going straight to the top with an issue. Your direct supervisor should be your first point of contact for most matters. Check if you need approval from other stakeholders too.
Focus on Solutions
Propose ideas or ask for help solving a problem instead of just complaining. Saying “This process is broken, and my work is suffering” is less effective than “I’m experiencing delays with this workflow. I think X and Y could help. What do you recommend?” Position yourself as part of the solution.
Listen Actively
Listen attentively to your boss’s perspective and feedback without interrupting. Take notes if needed. Ask clarifying questions and summarize what you heard to confirm understanding. Avoid assuming you know their stance before fully hearing them out.
Present Options
Provide your manager with multiple solutions or directions when possible, rather than dictating a single approach. Maybe say, “I could reschedule the deadline, streamline the steps, or bring in help from another team. What factors should drive the decision?” This frames you as a strategic thinker.
Be Appreciative
Express gratitude for your manager’s time and guidance, not just when asking for something but regularly. Say thank you after meetings and acknowledge how their mentorship helps your professional growth. This positive reinforcement can motivate them to keep supporting you.
Adapt Your Style
Adjust your communication approach based on your boss’s preferences. Some managers want emails first before an in-person chat, while others prefer quick phone calls or impromptu office visits. Ask about their preferred style. Accommodate their needs.
Establish Expectations
Watch Your Tone
Mind your tone when communicating issues or dissatisfaction. Speaking constructively gets better results than venting angrily. If you feel heated in the moment, say, “I want to give this more thought and circle back with you.” This prevents burning bridges.
Pick Battles Wisely
Consider if something is worth pushing back on or just an inconvenience you can cope with. Approaching your boss too frequently over minor grievances can appear petty and damage your credibility long-term. Weigh if this is the hill you want to die on.
Put It in Writing
Follow up in-person conversations with an email summarizing the discussion, action items, and deadlines. This provides written confirmation and ensures mutual understanding. Keep communications professional even internally.
Have Courage
Speaking honestly with higher-ups can feel intimidating. But raising concerns respectfully is part of being a leader. Have courage to start those difficult but necessary talks. You may be giving voice to issues others also face silently.
Solicit Feedback
Ask your supervisor for input on your performance and areas to improve. Inviting constructive criticism shows drive and maturity. You might say, “I want to keep developing as a leader. What feedback can you share about my communication style and teamwork?”
Pick Your Spot
Some minor issues can be discussed casually in passing, while bigger concerns warrant a formal one-on-one. Gauge if it’s better to quickly chat by the coffee machine or schedule a serious sit-down in your boss’s office. Match the means of communication to the matter’s magnitude.
Provide Context
When sharing challenges or requesting resources, offer context about why this issue arose, how it impacts your work, what you’ve done to address it so far, and reasons this request is important for the team’s performance. Data, examples, and facts build your case.
Be Authentic
Resist presenting a false persona at work. Speaking honestly and letting your real personality show will make conversations feel more genuine. Just be your authentic self while upholding professionalism. You want your boss to know the real you.
Think Long-Term
Consider not just the quick fix or short-term gain but also the lasting implications when proposing solutions. Thinking strategically earns more respect from leadership. Demonstrate you’re invested in the company’s big-picture success.
Establish Boundaries
While being a team player is admirable, establish boundaries around things like work hours, role scope, and personal life. Pushing back respectfully against unreasonable demands teaches colleagues how you expect to be treated. Know your limits.
Mind Confidentiality
Keep sensitive matters private. Managers won’t feel comfortable opening up if they worry you’ll spread workplace gossip. Build trust by being discreet with confidential information so your boss knows their secrets are safe with you.
Own Your Requests
Use “I” statements like “I would appreciate if…” rather than demanding “You need to…” when asking your supervisor for leeway or a favor. This makes it a personal appeal rather than an order. Sweeten requests with phrases showing you understand their position.
Balance Confidence with Humility
Approach your boss with confidence in your abilities but also humility acknowledging you have more to learn. An attitude of quiet competence earns more respect than arrogance or entitlement. Let your skills speak through work results.
Choose Your Words Carefully
Pause to consider your phrasing before responding to upsetting feedback. Your boss’s words may sting but rebutting angrily could make things worse. Breathe and give a thoughtful, level-headed reply to diffuse tension. Don’t say anything you might regret.
Review Regularly
Schedule recurring one-on-one meetings with your manager, not just when emergencies arise. This builds rapport through regular contact. You can discuss pressing issues but also reflect on goals, progress, and ways to align priorities.
Request Permission
While you want to show initiative, follow protocol and get your manager’s consent before moving forward with significant decisions or changes. Surprising your boss creates a bad impression. Keep them in the loop through each step.
Show, Don’t Just Tell
Back up claims with evidence. Rather than simply telling your boss you deserve a raise, compile data about accomplishments that support your case. Quantify your contributions and growth. Numbers and facts speak louder than words.
Take Responsibility
If admitting an error or failure, avoid excuses and deflecting blame onto others. Taking ownership earns respect. Explain how you will prevent similar issues going forward. Discuss solutions, not just problems.
Follow Up
Circle back with your supervisor to provide status updates on projects discussed. Doing what you promised in a timely manner builds trust and reliability. Don’t leave your boss hanging without updates.
Strong communication makes managing easier for your boss while setting you up for success. By being solutions-focused, professional, appreciative, and direct, you can have constructive, mutually beneficial dialogue with your manager. Making the relationship work starts with how you talk to your boss.
15 tips for better communication with your manager
Even the greatest boss in the world can’t read your mind. Don’t be afraid to talk to your boss about your ongoing projects, hopes for your time at the company, and current pain points.
If you’re new at the company, it’s good to ask your manager to set out a plan for what is expected from you in the first 60, 30, and 90 days with the company. Having this mutual understanding right off the bat will have you headed right for success! As you progress, continue building short- and long-term plans together.
Share your thoughts with your manager in a meeting agenda during your one-on-one meetings so you don’t forget to mention anything. Try using a tool like Fellow!
12 Avoid conversations when you’re emotional
Missed quota? Didn’t get the promotion? As much as you may want to, discussing an issue with your manager right after receiving bad news isn’t a great idea.
When you’re emotional, it can be difficult to have rational discussions. It can also be hard to see the other person’s point of view. Taking a few days to reflect may give you more insights or a new perspective. This time to reflect will also allow you to be more receptive to their explanation, to start a feedback conversation with your manager in the best possible way.
How to talk to your boss | Peter Matthews | TEDxUWA
How do you deal with a bad boss?
Turn the tables and use the silence to your advantage. Don’t rush your boss, who may be deep in thought, weighing your words before reaching a decision. Use body language as encouragement. Nod to show active listening but let your boss talk. Acknowledge your boss’s authority—don’t threaten it.
How do you talk to a boss?
Use body language as encouragement. Nod to show active listening but let your boss talk. Acknowledge your boss’s authority—don’t threaten it. Present your ideas as considerations and ask the boss how to proceed. Does your boss avoid arguments, opting for silence instead?
Should you talk to your boss about an issue?
Your conversation with your boss about an issue shouldn’t be the first time you’ve tried talking about it. Matt Abrahams, a lecturer at Stanford University’s Graduate School of Business, is the author of the forthcoming book, Think Faster, Talk Smarter: How to Speak Successfully When You’re Put on the Spot.
How do you respond to a question from a boss?
Wait patiently for a response. Look directly at your boss, ask your question, then wait, smiling-without uttering another word until you get a reply. Turn the tables and use the silence to your advantage. Don’t rush your boss, who may be deep in thought, weighing your words before reaching a decision. Use body language as encouragement.
