Bad news is best received when preceded by good news. I am sure you knew this. You probably also knew that there is an even better way to live by this axiom. A way most people do not adhere to.
When you deliver bad news, never use the word “but” as the bridge between the two. As a matter of fact, never try to avoid the use of any negative conjunctions to span the gap. Every good thing said before the “but” is ignored, and every word said after sticks out like a sore thumb.
Bad:
Sally, you have been doing a great job this week, but I would like to see some improvements on organization.
Good:
Sally, you have been doing a great job this week, especially with how busy we have been. Do you think we can manage to squeeze in five minutes or so every few hours to make sure things are organized?
Explanation:
You did not negate the compliment you paid Sally for doing such a great job, and you also made her feel more appreciated and involved in the decision making process by asking instead of demanding.
Bad:
Jimmy, you did a freaking awesome job on your report card! But, I think we need to work on Math.
Good:
Jimmy, you did a freaking awesome job on your report card! I have no doubts at all in my mind that we can bring that Math grade up.
Explanation:
Jimmy is young. He needs all your love. Saying the word “but” takes away from that love.
Bad:
Charlie, I like the template you came up with for our cash reimbursements, but the one for the weekly reports needs some work.
Good:
Charlie, I like the template you came up with for our cash reimbursements. How hard would it be to bring the one for the weekly reports up to those standards?
Explanation:
The compliment used as the good news in this example was superb. Appreciation is always more genuine when recognition for a specific trait is given. Once again, the question was used to avoid the commanding attitude of the statement.