Approaching Difficult Conversations with Clarity and Calm
Addressing issues early keeps relationships healthy and prevents small misunderstandings from slowing down work. A calm, structured conversation helps interns understand expectations, take accountability, and get back on track. This protects your team’s time and project quality without escalating tension.
A Simple Step-by-Step Approach
Be alert to early signs
Examples include missed deadlines, withdrawal, or declining engagement. Early action prevents escalation.
Prepare briefly
Gather a few examples and decide whether a quick chat or a short, scheduled meeting is more appropriate.
Choose the right medium
Use video or voice for sensitive conversations. Reserve chat for brief confirmations, not difficult topics.
Open with clarity and empathy
Start by acknowledging something positive, then share factual observations and the impact on timelines or teamwork. Avoid blame or assumptions.
Listen and explore
Invite the intern to share their perspective. Reflect key points to show understanding.
Co-create a small plan
Agree on specific actions, deadlines, and one or two checkpoints. Keep the plan simple and measurable.
Document and follow up
Write down what was agreed and schedule the next check-in. If behaviour improves, acknowledge the progress.
This structure keeps conversations productive and reduces the need for repeated discussions.
What Works
- Being specific about the behaviour and its impact.
- Using neutral, professional language that keeps the conversation calm and focused.
- Giving the intern space to share their perspective so you can understand the root cause.
- Offering clear, practical options or guidance to help them move forward.
- Following up in writing to confirm next steps, which keeps everyone aligned.
What Doesn’t Work
- Discussing the issue publicly or in group settings. This often increases anxiety and reduces trust.
- Accepting vague commitments without timelines, which makes follow-through difficult to track.
- Assuming motives or drawing conclusions before hearing the intern’s perspective.
- Skipping written documentation. Without it, expectations can become unclear over time.
When to Escalate (and What to Include)
Escalate to your Placement Success Advisor if:
- There is no meaningful improvement after your intervention
- The issue involves misconduct, safety concerns, plagiarism, or repeated unprofessional behavior
Include:
- A short timeline of incidents
- Actions agreed upon and which were missed
- Examples of messages or work outputs
- Your suggested next step or preferred outcome
This helps the PSA step in quickly with the right level of support.