Communicating with your Boss

Expressing your feelings & ideas in English

Discussion

Complete each sentence:

1. Good bosses are ____________________________________.

2. Bad bosses are _____________________________________.

Is there anything that makes you feel nervous about speaking with your boss?

What’s good about your current relationship with your boss?

Are there any areas that need to be improved?

What’s the best lesson or advice you’ve learned from a boss (current or past)?

What NOT to say to your Boss

Read the following dialogues, and think of a more tactful way of speaking

“I’m very good at my job and I’ve been working here for 3 years now.

Therefore, I think I deserve a raise.”

Intro: I would love the opportunity to talk with you about my performance this year.

Achievement: I think I have grown a lot in my position

Indirect purpose: I believe I'm ready for more responsibility.

If it’s time for you to bring up a pay raise:

“That’s impossible.”“We/I can’t finish it by ___________”“We/I can’t achieve that…”

Positive yes: “We could definitely get this done by [X] (realistic date)

Compromise “Or if we [had X conditions], we could meet the deadline. / we could achieve this.”

If you’re given an unrealistic deadline/goal

“Actually, that was [X] responsibility, not mine.” “It’s not my fault.”

“But you told me…[X]

If you’re being unfairly blamed for something…

“Let’s get to the bottom of this. / Let’s resolve this.”

“What can we do to make this/it right?”

“Leave it with me, and I’ll see what I can do.”

”I don't really know.”

"I'll find out right away."

“I’ll talk to [X] and let you know as soon as I find out.”

“Here’s what I can tell you…”

“I’ll need some time to think about that …”

When you don’t know the answer to something…

“Oh, I usually do it this way (not your way).”

“But, we’ve always done it this way…”

“I don’t think your way will work because…”

"I think for this to work/happen, we will have to…”

“In order for me/us to do this, we need [X conditions]”

“That’s a new approach – I’d like to learn more. / Can you tell me more about this?”

When your boss has a different way of doing something…

“I can’t contact [X]. I sent theman email and tried calling...”

"I've tried reaching [X] multiple ways and will be sure to follow up again shortly.”

“I’ve contacted [X] via email and phone – I’m going to try their office/home again…”

When you can’t make contact with someone…(and musttell your boss)

”I will travel to [X] next month…, so I’ll be off work.”

“I won’t be here next week because I have to…”

"Is it okay if I take leave next month? If so, I would like to book a flight.”

If urgent: “I’ve got a personal emergency, and it’s goingto require some time away for the next few days. Can we discuss how my duties will be conducted while I’m away?”

If you need to take leave…

“You didn’t tell me to do that…”

“You never told me about this…”

"I'm sorry, I wasn't aware that I had to do that.”

“Perhaps we had a misunderstanding. I understood that….”

“I understood [X]; is that incorrect?/ Did I misunderstand you?”

If your boss gave unclear instructions

Here are some helpful phrases you can use to better communicate with your boss!

General Small Talk

Monday & Friday: The WeekendThe weekend is an obvious & natural conversation starter.

How many questions / comments can you think of about the weekend?

MONDAY FRIDAY• “Morning – how was your weekend?”

• “Did you have a nice/good weekend?”

Questions: Questions:

• “So, have you got any weekend plans?”

• “Doing anything fun this weekend?”

Responses:

• “My weekend was nice. I [x] and [x]. “

examples:• “I caught up on sleep and went swimming.”

• “I met some friends and cleaned my house.”

• “I’m planning to [x] and [x]. “

examples:• “I’m planning to take it easy and hang out at my house.”

• “I’ve got to attend a wedding and I’ll try to go to the market .”

Responses:

The other days…“How was your morning/evening?” (Tuesday)

“How’s your week (morning/day) been, so far (Wednesday)

“Looking forward to the weekend?” (Thursday)

“I’m hungry – did you eat breakfast/lunch yet?”

“I’m on my way to get a coffee/tea; Can I bring you back anything?”

“Do you have lunch plans?”

“Only 1 more day until Friday – it’s almostover!”

General Observations:

Also standard small talk, discussing general observations such as the weather & surroundings can be a great way to get into work-talk

Can you think of any “General Observation-type”questions you might say to your boss?

“Wow! it’s really raining hard out there…”

“Hmm, looks like we’re about to get another storm/shower.”

“Did you get stuck in the rain yesterday?”

Weather-related comments

“It’s a great day to be outside…the weather’s perfect. Not too hot or rainy.”

“Wow! It’s really hot out today! Can’t wait to get in some air con!”

Current Event comments

“Did you hear about…. (the new construction downtown)?”

“Do you know anything about…(the leak in ouroffice?”)

“I’ve just read an interesting article about…(pharma companies in Asia expanding…)”

“So, are you looking forward to…(the new iphone,the football match? The upcoming holiday?)

“Have you seen/noticed…(the new Starbucks downstairs; the new Everest movie)?

Work-Related Comments:

For most employees, they feel comfortable sticking to worktopics when speaking to their boss.

- What’s the advantage of this?- Are there any disadvantages?

“How’s ________(the project, report, planning) coming along?”

“Oh, do you have a moment to discuss ____________?”

“How’s everything going with your staff?”“Things are well– everyone’s keeping busy and workinghard. I actually wanted to ask you…”

“So, what are your thoughts about the new…(policy…)?”

“Can I ask you about something once you’ve got some free time?”

Work-related comments

Showing Initiative

How to show your boss that you’re a “Go-Getter” & aproactive contributor to your company

How would you respond?

“I have a favor to ask. I’ve got a meeting at 4pmtoday with a very important KOL, but I said I wouldgo over a few new company policies with the marketing team. Would you mind reviewing the policies and holdingthe meeting in my place?”

When your boss asks a specific favor

How would you respond?

Can you…

Would it possible for you to…

Do you mind…

“Yes, of course…

“Not a problem…

“I’d be happy to…

Ex: “Yes, of course – I’d be happy to help out.”

“Oh, that’s not a problem – I’ve can handle it. “

“Sure – I’m happy to help.”

Asking Accepting

How would you tell your boss?

The situation:

There’s something that needs to be done in your office – butit’s just not getting done. You took the initiative to resolve it.

How can you get credit without being too “braggy?

When have you gone beyond your work duties?

Example:

“As you know, we’ve been having so many issues with [x]. I looked into it – and I fixed it (resolved it), so we shouldn’t be having those issues anymore.”

1) Introduce need (I noticed / I’ve been seeing / there’s been some trouble with / lately, we’ve faced..)

2) effort taken (I’ve looked into / I’ve asked around / I found out that / I can see that / I could see that / I spoke with)

3) action taken (I fixed it/ I resolved it / I arranged for / I set up / I did it / I organized (with) / I + past tense verb)

4) State expectation (things should be better / it shouldn’t be an issue any longer / it should improve / it’s fixed / it’s improved ; it should resolve;)

Practice:- A doctor needed help with his research project; you helped him obtain more

information.

- New front desk secretary was nervous on her first day; you helped welcome her.

How can you show willingness?

1. A situation calls for volunteers.2. Your boss seems overloaded with duties.

How can you offer assistance to your boss?

Sample Responses:

• “How can I help?”

• “How can I help with (this project, this matter)?

• “I’d like to lend a hand with…”

• “What can I do to help expedite this?”

• “Please let me know if there’s anything I can help with.”

Making Suggestions

How can you share your ideas?

Think of a situation where you’re boss believes/does something, but you’ve thought of another (better?) way.

Did you stay silent? Share your idea? Go through another person?

First, what NOT to say…

• “Next time, you should...(do it this way)”

• “I wouldn’t do it like that. I think you should…”

• “Why would you do that? That doesn’t make sense…”

• “Maybe you should’ve (done this…)”

• These are all condescending towards your boss

Instead, try these:

Suggest it in the form of a question:

“Do you mind if I make a suggestion? / Can I make a suggestion?”

“Can I run this idea by you?”

“Do you think it would work if we ___________(did it this way)?”

“What do you think about this idea? – We can…..”

“Would you consider …(doing it this way)?”

Statements of positive outcomes:

“It’s possible that if we…. (did it this way, we can succeed)”

“I’m confident that if we… (did it this way, we can succeed)”

Speaking Practice:Your boss is notorious for (famous for) sending you lots of urgent emails and text messages.

Most of the time, the matter can be quickly and easily resolved during work hours.

You’ve began to ignore some of them, but your boss is persistent, and asks you to reply ASAP.

How can you broach this topic with your boss…. andmore importantly, how can you suggest a better wayto communicate with each other?

Respectfully Disagreeing

Think of a time your boss instructed you to do something, but you disagreed.

What tips would you give to a pharma rep “newbie” if they disagreed with their boss?

There are 3 Rules to disagreeing with your boss:

1) SPEAK UP! – your opinion counts, and as you move up in your career ‘difficult conversation’ skills are necessary.

2) Start off on a positive note- As with most topics at work, make sure your positive intentions are know.

3) Stay Company Focused- Ask thoughtful questions and present various ways a decision could impact the company.

Positive Note: Disagreement: Cooperation:

• I understand why you (do/feel) this way…

• I think you have a fair point…

• I agree with you about…

• I respect your view, …

• I hear what you’re saying

• My team feels.. (use the power of numbers)

• From my perspective…

• I’d like to share my perspective…

• In reality / the truth is…

• According to my notes..

• From this data (show data)

• I think we could save time and money with this approach (company focus)

• Thanks for letting me share my view.

• I think if we both just take more time tothink about this, we can work out a solution

• I want to make sure I understand why you feel this way.

• We can try it yourway. (if you must give in)

Speaking Practice

You boss has suddenly cut your budget, and reduces thespeaker fee by 30%. They feel that your KOL’s will accept this new fee, because it’s still a prestigious role.

You completely disagree, and because you work directly with the KOL’s – you know their expectations are high.

How can you respectfully disagree with your boss’ decisionand convince her to consider your input?

Admitting to Mistakes

Can you think of a mistake you madeearlier in your career (or in life).

Did you “fess up”, stay silent, or deny it?

There are steps to confessing or “fessing up” to a mistake:

1. A_______ the damage (gather info, evidence, etc.)

2. A______ your mistake immediately (the earlier the better)

3. Be D_________ (no hinting or “softer” language)

4. Offer S_________ or a P.O.A. (present options, ideas, and ways toresolve the issue)

There are steps to confessing or “fessing up” to a mistake:

1. Assess the damage (gather info, evidence, etc.)

2. Admit your mistake immediately (the earlier the better)

3. Be Direct (no hinting or “softer” language)

4. Offer Solutions or a Plan of Action. (present options, ideas, and ways to resolve the issue)

For a mistake you need your boss to help fix:

“I made a mistake – I [explain mistake].

I thought I was (taking initiative, doing the right thing) but I can see now that I should have run my actions by you first.

I’m so sorry and it won’t happen again.

However, in order to resolve this, I’ll need your help. When’s the best time for us to discuss”

When you simply forgot to do something:

I’m sorry for missing the deadline on [X] / for forgetting [X]

I realize that my error reflects poorly on the team. / made this difficult for you / inconvenient for you.

I can [X make it better by ______]

Will that be OK?

Speaking Practice

Your boss asked you to take her place at a meeting – it completely slipped your mind andyou didn’t attend.

You only realize this when she emails you about themeeting minutes.

How can you ‘break the news’ to her that youdidn’t attend?

Problem Solving

What’s a problem you recently had to deal withat work?

Did you have to tell your boss?

How do you usually bring up unpleasant issues?

• “I’ve been thinking about our problem, and I’ve looked into (it)

• We can solve that problem. Here’s how...

• We’ve got an issue with [X], and there are 3 ways we can resolve this: 1st…2nd….lastly

• Here are some potential solutions for [X] …”

Speaking Practice

Your KOL is upset at your team member. They are now unwilling to speak at an upcoming conference.

How would you present this information to your boss?

Asking for…

Accepting Feedback

Creating Boundaries

Expressing Gratitude

Bringing up Changes

Honest Excuses