-Part 1- Communication from Subordinate to Supervisor
"I don't know how to talk to my boss..." "I want to report something, but I can't find the right timing..." "I feel like they don't really listen even when I share my opinion..."
Many people likely struggle with these kinds of concerns, don't they? Communication with a supervisor is important not only for advancing work smoothly but also for shaping your career. However, from the position of a subordinate, it is easy to feel barriers such as "it's hard to approach them" or "I don't know how far I should step in."
In this article, we will delve into ways of thinking and concrete methods for subordinates to communicate well with their supervisors, and propose solutions to these concerns.
Communication concerns held by subordinates
Concerns regarding communication from subordinates to supervisors are common in many workplaces. The following are some of the main concerns.
Not knowing the timing for reporting, communicating, and consulting
There are times when I don't know when to bring up a topic with my boss, and I end up putting it off.The boss looks busy, making it hard to speak to them
When I see my boss buried in work, I think, "Am I bothering them?" and there are cases where I can't make necessary reports or consultations.Not receiving feedback, making it unclear what needs to be done
I feel anxious about whether my way of working is correct, and even if I want to check, I don't know the appropriate method.Feeling that opinions and suggestions are not accepted
Even when I make a suggestion, I am told "Never mind that" or "Now is not the time for that," which makes me afraid to express my opinions.Not grasping the right distance
I often worry about the balance of whether I should speak frankly or interact formally.
These concerns can also become causes of work stress and decreased motivation.
What is the essence of these concerns?
The essence of the above concerns lies in "trust" and "ingenuity in how to convey things."
In the relationship between a supervisor and a subordinate, what is important is "creating an environment where both parties can exchange opinions with peace of mind." If a relationship of trust is built, you will be able to communicate smoothly without worrying about timing or distance.
Also, by being creative in how you convey things, it becomes possible to approach the supervisor according to their busyness and personality. Thinking about "how to convey this effectively?" is the key to solving these concerns.
Concrete solutions
From here on, I will introduce practical methods on how to specifically improve communication.
1. Understand your supervisor's style (This is the most important part!)
To build a good relationship with your supervisor, the most important thing is "understanding your supervisor's style." However, many people might wonder, "Why do I need to be that considerate?"
Actually, this is not just to accommodate the supervisor, but becausetaking an interest in peopleis the foundation of business. An attitude of trying to understand the other person's values and way of thinking will ultimately lead to smooth communication.
Every supervisor has a different communication style.
Logical supervisor → Communicate concisely based on data and facts
Emotional supervisor → Show empathy and a willingness to listen before getting to the main point
Action-oriented supervisor → State the conclusion first and make actionable proposals
Identify your supervisor's type and be mindful of tailoring your approach accordingly. For example, it is important to recall what kind of information your supervisor showed interest in during past conversations and apply that to your next report.
By consciously observing what they value, a simple work report can evolve into communication that deepens mutual understanding.
2. Thorough preparation
When reporting to or consulting with your supervisor, prepare by keeping the following points in mind.
Clarify the purpose (what you want to convey)
Speak conclusion-first (state the main point first)
Organize necessary data and materials
Conveying information to a busy supervisor in a short amount of time is the key to effective communication.
3. Gauge the timing
Avoid times when your supervisor is focused and choose an appropriate moment. For example:
Times when they are relatively free, such as before or after the start of the workday
Lunch breaks or rest periods
At the end of the day, before or after closing tasks
By identifying the appropriate time, smoother communication is possible.
4. Establish opportunities for regular reporting
Instead of reporting or consulting on daily tasks each time they arise, utilizing regular meetings is also a good method. For example,
Weekly progress reports
Daily short stand-up meetings
This allows for efficient interaction while avoiding wasted time.
5. Strive to communicate with the supervisor's perspective in mind
By considering the supervisor's position and viewpoint, and being conscious of "what information is needed" and "what kind of results are expected," it becomes easier to get your message across.
How does this relate to company goals?
What kind of risks are involved?
What kind of support is needed?
Clearly communicating these points also leads to building a relationship of trust.
Utilize social gatherings
Work social gatherings and lunches are excellent opportunities to close the distance with your supervisor. By learning a side of your supervisor that you don't see in a work setting, you can communicate in a more relaxed environment.
On the other hand, there are many who wonder, "Is it really necessary to be with my supervisor even outside of work hours?" It is natural to want to value your private time and clearly separate work from your personal life. However, social gatherings have benefits that outweigh these concerns.
Benefits gained from social gatherings
Easier to draw out true feelings
This is a chance to draw out true feelings and opinions from your supervisor that cannot be said in the regular workplace, within a relaxed atmosphere. This makes communication in daily work smoother.Strengthening trust
Supervisors are human too, and by understanding each other through topics outside of work, the relationship of trust deepens. As a result, this leads to improved evaluations at work and the creation of a more comfortable working environment.Gaining hints for career development
The opportunity to hear directly about a supervisor's experience and career is valuable. It serves as a reference for thinking about your own career, such as how they grew and what skills you should polish.
Because of these benefits, there are cases where work becomes easier to proceed with, or you may receive consideration or thoughtfulness from your supervisor.
You might think, "Just look at my results...", but if you understand that supervisors are also human, you should be able to understand. It is a happy thing to have someone who is interested in you and engages with you, isn't it?
Points to be conscious of at social gatherings
Maintain an appropriate sense of distance
By not being too casual and treating them with appropriate respect, it becomes easier to gain trust from your supervisor.Be careful with your choice of topics
It is important to mix in topics about hobbies and private life, not just work talk, to make them feel a sense of familiarity.Ask questions proactively
By asking about your supervisor's thoughts and career, you can deepen your relationship and make daily work interactions smoother.Be careful not to drink too much
Try not to get too carried away by the fun atmosphere and keep your behavior moderate.
By making good use of social gatherings, workplace relationships become smoother, and communication during daily tasks also becomes easier. Of course, there is no need to force yourself to participate, but sometimes actively engaging can be an opportunity to improve your position in the workplace.
Summary
Communication with a supervisor is not just about "talking"; it is important to build mutual trust and clarify common goals. With a relationship of trust, reporting and consulting become smoother, and it becomes easier to receive support from your supervisor.
First, it is important to understand your supervisor's style and adopt a communication method that matches it. This will make your opinions more likely to be accepted and will make your relationship with your supervisor smoother.
Furthermore, it is essential to make an effort to close the distance with your supervisor by creating opportunities for regular communication. For example, you can deepen your relationship of trust by utilizing weekly meetings or actively providing small, daily reports.
By putting these into practice, your relationship with your supervisor will become smoother, reducing stress in the workplace and helping you create an environment where it is easier to achieve results.
So far, I have shared how you should face your supervisor as a subordinate. However, in addition to understanding your supervisor's style and perspective, "How does the supervisor face the subordinate?" knowing this is essential for building a better relationship.
You might think, "What good will it do to know what my supervisor is thinking?" but in fact, by having that perspective as a subordinate, your future career and workplace relationships will change significantly.
In the next part, Part 2, I will explain in detail about "Communication from supervisor to subordinate." By understanding what your supervisor is thinking and what they expect, you should be able to find hints to make your workplace environment even better.
Look forward to it!
Postscript
Part 2 is now complete!