Have you ever had to tell a teacher they are falling short?
It is one of the toughest parts of school leadership- addressing performance issues. But avoiding these hard conversations does not make the problem go away; it often makes it worse.
As someone leading a school team with a Postgraduate Diploma in Educational Leadership and Management, your role goes beyond schedules and planning. You have to stay truthful in your role, even when it is not easy to do. Whether it is a teacher struggling with classroom control or a staff member who is always late, knowing how to handle these conversations properly makes all the difference.
7 Helpful Tips to Handle Tough Conversations with Staff
So how do you go about it? Follow these tips:
- Remember the Purpose You Are Having This Talk
Start by reminding yourself of the bigger picture. You are not trying to embarrass anyone or start a fight. Your goal is to make sure your school puts students first- and that means everyone needs to meet certain standards.
If a teacher is not preparing lessons properly or a staff member keeps breaking rules, stepping in is your responsibility. It is not about you wanting to, but about what is best for the students. Let this guide you when the conversation gets hard.
- Be Aware of Your Emotions
Before calling someone into your office, take a moment to check your feelings. Are you calm? Will your words come from anger, or a place of support? The way you speak shapes how the whole conversation will go. If you sound angry, the other person might shut down. If you sound cold, they might feel attacked.
Keep your voice steady. Choose your words carefully. Even small things like sighing or rolling your eyes can make the other person feel judged. Staying calm helps everyone focus on fixing the problem.
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- Show You Are On Their Side
When sitting down with a teacher or staff member, make your good intentions clear right away. You might say something like: 'This talk is meant to support you, not to make you feel bad.'
Teachers already face lots of pressure every day. If they feel attacked, they will get defensive and stop listening. However, school leaders who pursued a Postgraduate Diploma in Educational Administration, believe that when they know you care about their success, they are more likely to be open to what you are saying.
- Try Simple and Informal Solutions at First
Not every issue needs paperwork or formal meetings. Often, a short conversation can be useful. Maybe a quiet word in the hallway or a five-minute talk after class.
Ask how things are going. Point out what you have observed and allow them to share their side. This early, relaxed approach can stop small problems from becoming big ones. It also shows your team that you trust them to improve.
- Get Formal If Things Don't Change
What if the same problems keep happening? Maybe a teacher keeps missing deadlines or a staff member continues ignoring important rules. That is when it is time to move from casual chats to something more structured, but still supportive.
Start with facts, not feelings. Use clear examples: 'In the last month, lesson plans were turned in late three times.' Avoid saying things like 'You're not doing your job,' which sounds personal and hurtful. Consider using the SBI method: talk about the Situation, the Behavior you saw, and the Impact it had on the school or students. This helps you, the leader with a school leadership diploma, to keep the conversation fair and focused.
- Be Crystal Clear About What Needs to Change
Once you have talked about the problem, be specific about what needs to happen next. Don't just say, 'Do better.' Instead, say something like, 'Please be in class five minutes before the bell rings.'
Holding the administrative leadership in education, be honest about what will happen if things do not improve. Set boundaries. You do not need to threaten, just be straightforward. When people know exactly what is expected, they feel more secure and focused.
- Provide Support and Follow Up After the Talk
The conversation does not end when they leave your office. If you truly want to see change, you need to support them going forward. Check-in with them later. Ask how they are doing. Offer help by pairing them with a mentor, visiting their classroom, or suggesting short training sessions. If they are open to it, guide them toward growth.
Keep notes about what was discussed, what steps were agreed on, and what progress you have seen. This keeps everything professional and clear for everyone.
Bottom Line
Having difficult conversations with your staff will never be the fun part of your job. Still, it's one of the key things that truly matter in your role. Leaders who have completed the Postgraduate Diploma in Educational Administration and Management, understand that when problems are ignored, the whole team suffers, and so do the students. So, step in early. Speak kindly but clearly. Lead with strength.
