Apologize where necessary

Some people seem to think that an apology is an admission of guilt or even of negligence and are therefore very careful not to utter the word ‘sorry’. This is very unfortunate, as saying sorry can defuse a tense situation, while not saying sorry when an apology could have helped a great deal can inflame a situation quite significantly. But often it isn’t a deliberate strategy to withhold an apology; it’s simply a matter of allowing work pressures to distract us to the extent that we lose sight of basic manners. Our own pressures stop us from seeing the situation from the other person’s point of view and thereby prevent us from taking their feelings into account. A classic example of this is when a complaint is made about something of low to medium importance, evokes an unapologetic response which is interpreted as being ‘fobbed off’, which then leads to a much stronger complaint being made – a deeper hole has been dug, and totally unnecessarily.

Recognize warning signs of aggression and potential violence

There are some obvious signs of aggression and potential violence, such as reddening of the face, threatening gestures and so on. However, it is important to realize that there are many other, more subtle clues that can alert us to the potential for aggression and violence. In situations where we anticipate someone may become aggressive (where we have to deny their request, for example), we need to be using our nonverbal communication skills and watching carefully for signs that tension is growing. There is often an escalation. For example, it may start with something quite minor and normally imperceptible (drumming of fingers, moving about uneasily in their seat and so on). There are things we can do to minimize the chances of aggression and violence (effective listening, for example), but ultimately, if you feel you are in real danger of being assaulted it is wise to leave the situation at the earliest opportunity – for your own protection and also for their protection, as having a criminal assault charge against them is likely only to make their situation worse.

Use distractions where possible

In the previous tip I talked about how distractions can get in the way of effective communication, but in this one I want to look at how distracting someone can be a helpful thing to do in certain circumstances. It is a technique well known to many parents: to distract their child when they are misbehaving, getting upset or otherwise being demanding. But few people recognize that it can also work well with adults (provided that it is not done in a patronizing way). It can be useful when someone is anxious and/or fixated on a particular concern, depressed or agitated. It has to be done tactfully and sensitively, but it can make a very positive difference in the right circumstances. For example, if someone is focusing purely on the negatives of a situation, it can be helpful to try and balance this out by helping them to focus on the positive aspects of their circumstances.

Remove distractions where possible

Effectiveness in working with people relies to a large extent on being able to communicate successfully, to make a genuine and meaningful connection with the person(s) concerned. Distractions can get in the way of this (for example, a television being on during a home visit or noise coming from an adjacent room). We need to be tuned in to how problematic such distractions can be, and this is for two reasons. First, it makes it harder for both parties to ‘connect’ where there are distractions; and, second, if it is clear that you are aware of such distractions and you are doing nothing about it, both your credibility and your effectiveness go down significantly. So, having the presence of mind to identify distractions and the negotiation skills necessary to reduce or minimize them is an important foundation for good practice in the people professions. Sadly, I have seen so many people try to press on despite distractions and pay the price when it would have been far more effective to recognize the significance of the distraction and try to do something about it.

 

Don’t take it personally

In the people professions we will often come across people who are distressed, agitated or otherwise in a bad place. Often this will result in their being unkind or worse towards others, including ourselves – even though we may be doing our best to help and support them. They may swear at us, insult us or even physically attack us. Now, while such behaviour is not acceptable and should therefore not be condoned, we should also recognize that we would be wise not to take such matters personally. It is much more likely that they are taking their frustrations out on the role we occupy or the organization we represent or, ironically, may be venting their dismay and/or wrath in our direction because they feel safe enough with us to do so (a very backhanded compliment!). Encountering such negative feelings is difficult and challenging enough, so we have to make sure we do not make it worse by taking it personally when in most situations that is not likely to be the case.

 

Aim for adult-adult

Transactional analysis, or TA for short, is now often seen as old-fashioned, but good ideas have a tendency to endure beyond fashion. TA teaches us that we should aim for interactions with others that are characterized as adult-adult (that is, based on mutual respect and consideration) rather than parent-child (based on dominance), parent-parent (a power battle) or child-child (neither person taking ownership of the situation). This is a very simple framework of understanding, but it can be very useful in a variety of circumstances. For example, supervision at work can be very effective and empowering when it is adult-adult, but can create resentment and distance when it is carried out on a parent-child basis. So, are you relating to people in an adult-adult way, as this is what is likely to bring out the best in both parties? Is someone behaving towards you in a parent-child way? If so, how can you influence the situation to make it a more effective adult-adult set of interactions?

Respect cultural differences

The idea of cultural sensitivity is now a well-established one, but my experience has taught me that many people do not fully understand the implications of that. For example, many times I have come across people who assume that it applies only when dealing with somebody whose skin colour is different from one’s own. In reality, it is much more complex than this, as there will generally be cultural differences that relate to class, region, profession or vocation, linguistic group and so on. Culture is a much broader and more inclusive concept than it is generally given credit for. Our own cultural backgrounds and experiences will have been a profound influence on who we are (our identity), our sense of where we fit in the world and where we are going (our spirituality). So often breakdowns of communication and other problems have their roots in one person seeing the situation from their own cultural standpoint, while one or more others see it from different cultural standpoints.

 

Acknowledge problems, but focus on solutions

There tends to be a strong emphasis these days on ‘positive thinking’ and optimism. While there is much to be said for the benefits of such an approach, we also need to be aware of some of the dangers associated with it. One is for problems to be swept under the carpet in our desire to focus on the positive elements of a situation and thereby de-emphasize the negative or problematic aspects. What can be much more fruitful is to ensure that we acknowledge the problems we come across, but then adopt a positive approach by focusing on solutions. This is a matter of finding a constructive balance. On the one hand, it is dangerous to ignore problems in some misguided sense of positivity, but on the other it can make problems worse if people allow concerns about such problems to predominate – that is, if they wallow in the negativity problems can produce. Being positive about problem solving can give us the best of both worlds: we are not naively ignoring problems, but nor are we allowing their negativity to undermine us. Indeed, such a positive approach to problem solving is an important basis for empowerment, for supporting other people in resolving their own difficulties.

Try Garfinkeling

Harold Garfinkel made a name for himself as a sociologist by changing certain aspects of a social situation and seeing what the consequences would be. In this way, he was able to identify implicit social rules by breaking them. This process became known as Garfinkeling. An example would be to change the gender of a person in a certain situation (in order to highlight the gender role assumptions being made) and seeing what difference that makes. Changing age group can also be enlightening in terms of highlighting ageist assumptions. For example, I once came across a geriatrician who would challenge ageist statements by saying: ‘Would you have made that comment if this person had been 30 years younger?’. Garfinkeling, then, is a useful tool for highlighting discriminatory assumptions by reversing some aspect of the situation so that previously taken-for-granted assumptions become apparent. Try it. It can be fun as well as enlightening.

 

Use of self

We live in what seems to be an increasingly consumerist society where helping people seems to be interpreted mainly as giving them some sort of service. We seem to have lost sight of the well-established notion that the best resource we can offer people is ourselves – what textbooks have traditionally referred to as ‘use of self’. By showing concern and interest and forging a meaningful human connection with people we can often be much more helpful to them than by referring them to a service which may or may not be of benefit to them. Some may argue that most people professionals don’t have time to do that these days, but I would argue that, if you have the skills and confidence, it is possible to capitalize on ‘use of self’ in a relatively short period of time. It is in large part a matter of changing our mindset from a service delivery one to a problem-solving, empowerment one.