Guides › HR & Hiring
Prepare for a difficult conversation with a team member
A calm plan for a tricky one-to-one, with an opening line, key points, likely reactions and how to agree next steps fairly.
When to use it
Before a performance or behaviour conversation
Step by step
Write down the facts, not the person
Note specific examples with dates, the impact on the team or customers, and what you want to change. Use a role instead of the person's name.
Ask AI to help you plan
Paste this prompt into your AI assistant.
Prompt to copyHelp me prepare for a one-to-one with a [role] about [issue]. Facts: [dated examples and impact]. What I want to happen: [outcome]. Anything I know about their situation: [context, without health details]. Give me: 1) a calm opening of 2 sentences that explains why we're meeting, 2) the 3 key points in plain language, 3) 3 open questions to understand their side, 4) likely reactions (upset, defensive, quiet) and how to respond to each, 5) how to agree clear next steps and a review date, 6) a short summary note I can send afterwards. Supportive but direct, British English. Remind me where I should get HR or legal advice.Check your process
If the issue could lead to formal action, follow your written disciplinary or performance process and speak to an HR adviser first.
Have the conversation and note it
Keep your plan in your notes app, have the conversation in private, listen properly, and send the agreed summary afterwards.
What you get
Opening: 'Thanks for making time. I want to talk about the late starts over the last few weeks and how we can sort it together.' Question: 'Is anything making mornings harder at the moment?' If upset: pause, acknowledge, offer to continue tomorrow. Next step: agree start time, review in 2 weeks.
Tips
- If someone mentions health, caring duties or personal problems, stop and get HR advice; you may need to make adjustments.
- Keep notes factual and store them securely; staff can ask to see what's recorded about them.