Complaint in a Proper Professional Manner: No matter your workplace, there will always be some flair-up arguments between staff or management, and there is still a point where you get to air your views and complaints. Knowing you are in a work environment, your complaints need to be in a professional manner. This article aims to guide you on how you can make a complaint in a proper professional manner.
How to Make a Complaint in a Proper Professional Manner
You need to note some things about making a complaint properly in a professional way for your complaints to be into consideration. Below is a step by step guide in professionally presenting your complaints.
- Twist Complaints Into Requests
- Identify Solutions Before Approaching your Supervisor
- Perfect Timing is the Key
- Come to Terms With Your Boss (Make an Agreement)
- Do not Be Afraid to Issue a Complaint
- Admit your Fault
- Be willing to take advice
Now let’s detail all the points on how to make a complaint in a proper professional manner giving above.
1. Twist Complaints Into Requests
Firstly you need to talk to your direct supervisor, and when doing that, you need to learn how you can twist those complaints into a request. It is always the best way to start addressing your concerns.
In doing this, you are creating an avenue for your complaints to be heard. Instead of staying stuck in the mud and expecting someone else to get you out.”
2. Identify Solutions Before Approaching your Supervisor
Before you walk into your manager’s office, it’s best to go in prepared with solutions. If you walk in with a long list of complaints and no proactive steps to take to solve them, you’ll end up sounding like a complainer.
If you have concerns, take some time to clarify what they are and why they upset you. Taking some time to prepare will allow you to be precise with your problems and also help you to avoid saying anything too fast.
3. Perfect Timing is the Key
When presenting all your complaints and regards, you need to be perfect with your timing. That is, you should know the right time to approach your direct supervisor. When coming to your boss with your complaints, the wrong timing could result in your complaints not taken seriously.
You need to know when your supervisor is in the right mode to entertain any complaints and requests. If your direct supervisor just had a significant setback, you need to avoid coming to them with whatever you have in mind.
If your boss is returning from a leisurely lunch or happens to be particularly chatty, chances are your boss is in a perfect state of mind, and you can calmly discuss your situation
4. Come to Terms With Your Boss (Make an Agreement)
If you want to ensure your complaint gets the attention you feel it deserves, the best way to keep this conversation professional and between you and your manager is to agree on how to handle the situation best.
When you approach your boss with your request, ask him/her if they will agree to look at it and get back to you. Agreements are far better than expectations because they represent a dialogue, where expectations are just something we place on someone, whether they want it or not.
5. Do not Be Afraid to Issue a Complaint
Though making a complaint at work can feel intimidating, professionally approaching the issue will help you resolve the problem.
The most significant difference between a complaint and constructive feedback is that constructive feedback is solution-oriented. Everybody needs to vent now and then, but make sure that the person you’re complaining to is the right person, and it has been done in a proper professional manner.
Do not let small frustrations about scheduling, slightly annoying coworkers, or not-so-fun tasks out during conversations with friends and family. If you have a bigger problem to address, don’t be shy about addressing it with your manager — you’re both here to make your team better!”
6. Admit your Fault
Whenever there is any misunderstanding or conflict at your workplace, if you are at fault, you should first admit you are wrong. Doubtfully a person can’t be 100% free from blame. If any part of the conflict is your fault, disclose this to your supervisor. They will appreciate your honesty and will be more likely to believe what you’re saying.
7. Be willing to take advice
This is very important to note; after you have admitted your Fault, you will need to be ready to listen to advice. It would be best if you also were receptive to other people’s ideas on how to resolve the conflict. Sometimes it can be hard to back down or to see another point of view right away.
Be sure to thank your boss for the input, and then try to implement his or her suggestion. One of the traits of a great manager is taking control of a difficult situation, so allow your boss to prove his or her value in this area, and trust that he or she may also be doing something behind the scenes that you’re not privy to listen.
Lastly, you need to give the situation time to calm down, and if it indeed does turn into an ongoing issue, you can always revisit it. Remember that not all conflicts can be resolved immediately.
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