How to Prepare for an Effective Discussion With the Boss

The task of having a private discussion with the boss can be daunting when one is not properly prepared.

Being an employee means that you must report to those in positions above you on a routine basis. Though the structure of most businesses and organizations allow for chains of communication to remain open and casual, situations exist where more formal conversations need to occur. Preparing for a conversation with a boss is the best way to get yourself organized enough to have such a conversation in an effective and professional manner.

Things You'll Need

• Copy of your resume
• List of your job duties and daily tasks
• Notebook and pen
• List of key topics and issues to discuss

Instructions

1. Make a list of your current job and daily duties. Include all tasks that you are required to perform. Include responsibilities that you perform on a routine basis that are above and beyond what is typically expected of you. Include information regarding projects and situations where your performance was better than expected or anticipated.

2. Make a list of key topics that you would like to discuss with the boss. Organize your list by subject matter. For example, group issues together such as your current rate of pay, performance review, bonus potential and pay increases under one heading of financial concerns. Include items regarding workloads, office environment and work conditions under a separate heading of job functions and duties.

3. Type up your points in a document and print out a copy of the list. Review the issues you placed on the list and remove any issues that overlap. Remember that you will need to make the most of your time during the meeting so do not attempt to discuss too many disparate issues in one meeting. Choose the top three or four concerns that you want to discuss.

4. Gather supporting documentation for any topics on your list that will benefit from additional information. For example, if you are talking to the boss about your rate of pay, have current salary information available for your position from alternate employers. Make copies of all information for everyone that will be in attendance during the meeting.

5. Make a formal request to the boss for a one-on-one meeting. Coordinate with the boss's secretary or administrative assistant, if applicable. Send the boss an email or contact the boss directly to request a meeting. Inform the boss about why you are requesting a meeting and offer to send a copy of your list of topics to discuss prior to the meeting. Follow up on all email and phone calls promptly and choose a date, time and location for the meeting.

6. Practice going through your list of issues the evening before the meeting. Do not spend too much time rehearsing. Run through your topics one time and verify that you have all supplemental information ready for the meeting. Arrive at the meeting 5 to 10 minutes early.

Tips & Warnings

• Keep a running list of issues, complaints, concerns and praises to discuss with the boss for future meetings.

• Do not threaten or harass the boss before, during or after a meeting.

References

• Computer World Magazine: Five Things You Should Always Tell Your Boss
• CNN Money: How To Ask Your Boss For More
• Microsoft Business: How Do You Tell The Boss He's Wrong?
• Entrepreneur Magazine: Managing (Your Relationship With) Your Boss