Final answer:
Negative messages in business should explain resolution plans, maintain professionalism, and avoid blame. Strategies include active listening, affirming and respectful language, and focusing on solutions. In conflict, building credibility and a track record within the organization is vital before offering criticism.
Step-by-step explanation:
Negative messages about business transactions should explain how you plan to resolve the situation. When communicating negative news, it's essential to use a professional tone, stay calm, and focus on solutions rather than assigning blame. Here are some strategies:
- Choose your words carefully to avoid escalating the situation.
- Listen actively and try to understand the other person's perspective by asking open-ended questions.
- Restate what the other person has said to confirm understanding and to show you are listening.
- Focus on problem-solving rather than placing blame on an individual or organization.
- Maintain a positive and respectful dialogue and avoid suggesting that you are right and the other person is wrong.
- If a resolution isn't possible in the immediate conversation, consider involving a supervisor or HR department.
For situations such as a story being criticized for lacking hope, approach the conversation without asserting authority and fairly represent the situation. Phrases like "it appears to me that" and "I may be wrong, but" can invite a constructive conversation. The use of words such as "possible," "likely," and "risk" help to express concern without being confrontational.
When addressing conflicts within an organization, especially as a new hire, it's advisable to focus on building a positive track record and understanding your role fully before offering criticism. In all business communications, stay clear, concise, and professional.