Addressing someone’s attitude professionally involves focusing on behaviors and outcomes rather than labeling the person’s character.

Here’s how you can approach this conversation constructively…

1. Prepare for the Conversation – Before addressing the individual, prepare by gathering specific examples of the behavior that needs to be addressed. Ensure these examples demonstrate how the behavior impacts work outcomes, relationships, or the work environment.
2. Choose the Right Setting – Schedule a private meeting to discuss the matter. A confidential setting ensures the individual feels respected and is more open to feedback.
3. Use “I” Statements and Be Specific – Start the conversation with “I” statements to express your observations without making the individual feel attacked. Be specific about what behavior you have observed and avoid generalizations. For example, “I’ve noticed that in team meetings, there seems to be reluctance to engage with others’ ideas, which can sometimes come across as dismissive.”
4. Focus on the Impact – Explain the impact of their behavior on the team, project, or work environment. For instance, “This behavior can make others feel undervalued and hinder our team’s ability to collaborate effectively.”
5. Listen and Seek Understanding – Give the individual an opportunity to share their perspective. There might be underlying reasons for their behavior that need to be understood and addressed.
6. Offer Support and Solutions – Discuss potential ways to improve the situation. Offer support, whether it’s through training, mentoring, or more regular feedback sessions, to help them adjust their behavior.
7. Set Clear Expectations and Consequences – Clearly outline what changes you expect to see in their behavior, and explain the consequences if there’s no improvement. Make sure these expectations are aligned with company policies and values.
8. Follow Up – Arrange for follow-up meetings to discuss progress. Recognize improvements to reinforce positive behavior.
9. Document the Conversation – Keep a record of the conversation, including the behaviors discussed, the impact mentioned, the solutions proposed, and any agreed-upon action plan. This documentation can be useful for future reference, especially if the situation does not improve and further action is required.
10. Maintain Professionalism Throughout – Throughout the conversation, maintain a calm, respectful, and professional tone. Focus on the fact that the goal of the feedback is to support the individual’s professional growth and the success of the team.

Addressing attitude professionally is about fostering a constructive dialogue that encourages growth and improvement, rather than simply pointing out flaws. Approaching such conversations with empathy, understanding that change takes time and consistent effort.