How To Voice Out Your Concerns At Work Effectively And Respectfully

Raising concerns can be uncomfortable for many, but completely necessary at times.

By Matt Khoo on 2023-11-27 at 7:12 AM

Updated on 2025-01-24 at 7:51 AM

Working in a team means striving toward a shared goal. But sometimes, someone’s actions—intended or not—might divert the team from its path.

When this happens, staying silent might seem easier, but speaking up is often the right move for the team’s success. What’s crucial is knowing how to address your concerns effectively and respectfully, without creating unnecessary tension.

Here’s how you can navigate this tricky situation like a pro:

1. Choose the Right Time and Place

Timing is everything when it comes to addressing concerns. Confronting someone in the middle of a high-pressure meeting or as they’re rushing to meet a deadline can lead to defensiveness. Instead, wait for a private moment when emotions aren’t running high, and you can have an uninterrupted conversation.

Approaching them in a calm, private setting shows that you respect their dignity and increases the chances of a positive outcome.

Want to sharpen your communication skills and understand your unique approach to team dynamics? Take Hiredly’s Work Personality Test and uncover how your personality can positively impact teamwork.

2. Focus on the Issue, Not the Person

No one likes to feel personally attacked. When voicing your concern, frame it around the behavior or situation rather than the individual. This helps keep the conversation constructive and avoids unnecessary conflict.
Instead of saying, "You’re always late with your part of the project," try, "I’ve noticed some delays in this area. How can we work together to resolve this?"

This subtle shift in language can make the difference between a defensive reaction and an open dialogue.

3. Be Specific and Solution-Oriented

It’s easy to say something isn’t working, but vague feedback doesn’t help anyone. Clearly identify the issue and pair it with a constructive solution. By doing this, you show that your intention is to help improve the situation, not just criticize.
Instead of saying, "This method isn’t working," try, "I think this approach might be slowing us down. Could we try [specific suggestion] instead?"

Being solution-oriented helps your team see you as someone who’s invested in success rather than just pointing out problems.

4. Stay Calm and Professional

Let’s be real: frustration can make speaking up a nerve-wracking experience. But keeping your cool is crucial. Raising your voice or showing impatience can derail the conversation and make it harder for the other person to hear your point.

Stick to a calm, professional tone that reflects your shared goal of improving team outcomes.

If you’re unsure how to frame your concerns, try role-playing with a trusted friend or mentor. You can also discuss communication challenges with peers in Hiredly’s Young Leaders Community to gain valuable insights and grow your confidence.

5. Acknowledge Their Perspective

Communication isn’t just about voicing your side; it’s also about understanding theirs. Giving the other person a chance to share their thoughts helps build mutual respect and may uncover key details you didn’t know about.
Say something like, "Can you share your perspective on this?" or "What challenges are you facing with this task?"

This not only helps clear up misunderstandings but also shows you value their input, making the conversation more collaborative.

6. End on a Positive Note

Don’t let the conversation fizzle out awkwardly. Wrap things up by reinforcing your shared goal and expressing optimism about moving forward together. This leaves the other person with a positive impression and strengthens your working relationship.
Say, "I know we’re both committed to this project’s success, and I’m confident we can work through this together."

A positive conclusion can turn a tough conversation into a stepping stone for better collaboration.

Speaking up is never easy, but it’s essential for fostering trust and collaboration in any team. By approaching these conversations with tact and respect, you can resolve issues while strengthening your relationships at work.

Engage with supportive communities like Hiredly’s Young Leaders Community and Employer Branding Community to network, grow, and share experiences. Whether you’re learning to voice your concerns or build better communication skills, these spaces can help you thrive.

If you’re looking for more ways to excel at work or connect with like-minded professionals, Hiredly is your go-to platform. Explore career resources, find exciting job opportunities, and unlock your potential today!

By Matt Khoo on 2023-11-27 at 7:12 AM