It doesn't matter how well you and your manager get along: When bringing up a problem, there's always a faint hint of hesitation.
Issues within the organization happen that sometimes require your manager's input. However, because of the office's social setting, complaining to your manager might cause tension within the staff, while some managers may take complaints personally.
Through all of this, lodging a complaint with your manager is necessary to bring about change and address the problem you are facing. If you do intend to bring an issue to your manager's attention, there are a few strategies you should consider.
To help, nine experts from Forbes Human Resources Council share their best tips on how new employees can approach a manager with a problem and explain why these suggestions help build a more understanding relationship.
Members offer their best advice for tactfully and professionally reporting a problem to your superior.
Photos courtesy of the individual members.1. Make Sure You Understand The Issue
Before approaching their manager, employees should prepare by understanding the problem and exploring possible solutions. Employees should approach their manager with a clear definition of the problem and the possible solutions they have considered. This strategy will lead to a more productive meeting and the manager would appreciate the proactive problem-solving demonstrated by the employees. - Ochuko Dasimaka, Career Heights Consulting, Inc.
2. Ask If They're Open To Your Input
I believe the best way to approach your manager with a problem is to ask if they are open to your input. Once you have permission from a manager to give them the input, they will be a lot less defensive. - Max Hansen, Y Scouts
3. Have A Trust-Based Relationship
Make sure you have a trust-based relationship with your manager first, if possible. If you don't, are you able to build one? Once there is trust, bringing problems forward is a lot easier. When approaching anyone with a problem, it's important not to be accusatory but rather solutions-focused. Communicate what a successful solution would look like. - Lotus Buckner, NCH
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4. Elicit Empathy From Your Manager
Elicit empathy from your manager. I always advise employees to draw out the experiences their managers may have had and learn from them. So seek their advice by asking what they would do in this situation or how have they addressed a similar problem in the past. This allows them to not only share how they addressed a similar issue, but also empathize with you on being in the situation. - Hafiza Gujaran, AlixPartners
5. Always Go In With At Least Two Ideas
Always have at least two ideas to present about how to address the situation. Providing alternatives to address the problem gives the manager confirmation that you have considered the problem, evaluated the causes, thought through proposed consequences, and evaluated alternatives. Leadership is not about having all the answers, but leaders should evaluate alternatives before taking action. - Ralph Kellogg, Lutheran Family Services
6. Set An Agenda And Send It In Advance
Be planful. Set an agenda, send it in advance, and only schedule the amount of time you need to share the challenge. Share your approach to date and actively listen to your manager's feedback. Once you have had that meeting, follow up with a recap, expressing gratitude for the partnership. - Cat Graham, Cheer Partners
7. Try To Understand Your Manager's Perspective
Change your lenses to fit your manager's perspective. Prepare for what question they might have about the problem. The factual clarity, different angles and possible fallout of the issue would be a good starting point. Then present your view with a couple of potential solutions and ask for their feedback. These steps would build your reputation as a measured person with an opinion and open to suggestions. - Kumar Abhishek, S&P Global
8. Don't Apologize For Coming With A Problem
Don't apologize for coming to your manager with a problem. Good leaders understand that the most important part of their job is to ensure the well-being of their team. Unless you truly need to brainstorm, come with a solution as well. Even if it isn't the ultimate solution, it shows that you have taken responsibility. - Sherrie Suski, Tricon American Homes
9. Don't Come In With Emotion, But With Facts
When approaching your manager, you should always think through your approach, make sure you aren't coming in with emotion but with facts. Explain to your manager what your problem is, make them aware of anything you have done to try to remedy, and if nothing has helped, ask your manager for their advice. Problem-solve together; don't go to your manager with no solution or without having tried to fix it. - Heather Smith, Flimp Communications
