One of the simplest methods is putting your thoughts into an email. We break down the matter through examples of common workplace complaints. Learn the most constructive ways to say them and additional email tricks that can help you.
1. I’m Still Waiting for You to Finish That Task
Not everyone works at the same pace, but it’s a problem when one person stalls a team project. If your task depends on that co-worker submitting their own, you can spur them into action with a few words in an email.
Here are some professional ways to approach and express this complaint, which you can adapt to your circumstances:
We need to improve our workflow so that we don’t fall behind schedule. Is (date and time) a good deadline for you? Then, I can meet my deadline of (date and time). Do you need help with this task? We must complete the project on time, so (co-worker’s name) has offered to assist with any problems on your end.
The aim isn’t to insult your co-worker, but to set targets and solutions, while making it very clear that you’re both part of a team with an active interest in getting things done.
Make sure to gather as many tips for meeting deadlines and finishing tasks as you can. It’ll be easier to advise people as necessary.
2. The Deadline Is Tomorrow
Here’s another common complaint you might have burning inside. If your co-worker is cutting it way too close, despite several reminders, you can motivate them in an email without losing your temper.
The reason you’re contacting them is urgent, so the solutions you offer need some directness, if only to get your co-worker to take matters seriously.
Try these alternatives:
The project is due tomorrow, but there are still a few loose ends. Let’s have a video conference with the team this afternoon to discuss solutions. Management is expecting the project tomorrow. If you’re unlikely to meet the deadline, could you explain why in a report, which we can submit with everything else?
While emails are an easier way to express difficult thoughts, they don’t make the same impact as discussing problems in person. So, when trying to change someone’s bad workflow habits, your email needs to be straightforward and smart to grab their attention.
3. Stop Procrastinating
The same constructive approach is best for all your workplace complaints, delivered in a calm and neutral language. After all, a procrastinating co-worker may strain a business’s workflow, but they don’t always do it because they’re lazy.
See if there are too many distractions, or they’re overwhelmed with assignments. Find the problem and tailor your email accordingly with solutions and incentives. Take inspiration from these examples:
The office can be distracting. If it’s making it difficult to focus on your work, let’s discuss changes and what targets we can set for you. At the end of the week, let’s review everyone’s completed and remaining tasks, so we can use next week more productively.
4. I Don’t Have Time to Do All These Tasks
Your email-writing strategy should change slightly when trying to protect yourself from burnout. The point is to demonstrate that you know your obligations, how to prioritize them, and what you’re not responsible for.
Politely set boundaries, using expressions like these in your emails:
I would be happy to help with that task. Would you mind waiting until I’ve finished my current assignments? They’re due sooner. Unfortunately, if I accept any more tasks, I will need overtime. Could you run it past (executive’s name) and discuss how it would work?
If your workplace uses team management software, it can be easier to share your full schedule. You can also organize your tasks in Asana, for example, to make the important jobs plain to see, including their deadlines and collaborators.
5. I Don’t Work for You
Domineering co-workers can take their behavior too far, expecting you to jump when they call or accept extra jobs from them. This is another situation in desperate need of boundaries.
Before taking more serious measures, try reasoning with your colleague through a well-crafted email. It should be polite but firm as it establishes your equal footing in the workplace. Here are some wordings to try out:
I’m sorry to hear that your workload is overwhelming. I won’t be able to help you due to my own responsibilities, but if you reach out to your manager, you could work out a more sustainable plan. Thank you for thinking of me for this job, but it’s better suited to another department. If they have the time, they might collaborate with you.
6. Stop Talking Over People
Competition in the workplace is unavoidable. Unfortunately, it makes colleagues strive to stand out, even if it means cutting into conversations to offer their own thoughts. Some people also interrupt unconsciously and don’t realize it’s annoying.
There are diplomatic ways to encourage them to stop this behavior. Since they may be doing it for attention, appeal to that side of them in your email, while encouraging a more team player mindset.
Try something like these expressions:
You often contribute valuable ideas. Your proactive approach to finding solutions is noted. Each staff member is equally important to the company, and we like to hear everyone’s voice in the workplace. Team effort is required for this project, as well as clear communication. To ensure smooth collaboration, anyone contributing to the discussion must have an equal chance to speak.
If you are trying to manage a team project with people who tend to talk over each other, you could set ground rules in a group email. Find tips that improve written communication and use them to create a friendly but productive environment.
7. Stop Texting Me Outside of Work
Does a co-worker or your boss contact you on your time off? This is a common problem that usually involves texting. It’s especially uncomfortable when you’re not that familiar, or they want to talk shop while you need to relax.
If ignoring these people doesn’t work, or they go too far, your best solution is to send them an email explaining your stance. The message should highlight the importance of professional boundaries and, especially, your free time.
Look at these options and see how you can adapt them to your needs:
Please be aware that I may not be available to talk after hours due to personal affairs. I’m happy to discuss work-related matters when I’m back in the office. As important as my work is to me, it suffers if I don’t take full advantage of my time off. Therefore, I hope you can appreciate my need to reserve work-related communications for office hours.
8. Don’t Talk Like That
Co-workers often forget that they’re in a professional environment and can say the wrong thing or get into inappropriate conversations. This behavior can make a workspace very uncomfortable, very quickly.
You have to tackle such issues before they cause friction and escalate. If you can’t take your colleagues aside on the spot, a prompt email can do the trick.
Take ideas from the following expressions:
While we greatly value friendly cooperation, there are topics of conversation that should remain outside the workplace. Please help us maintain a peaceful environment and avoid discussing (sensitive topics). An interaction took place earlier today that made staff members uncomfortable. Please do your best to maintain a professional attitude and promote friendly teamwork.
It can be useful to specify what was said, so your co-worker knows exactly what to avoid in the future. Also, consider compiling a webpage or document detailing unwelcome topics and behaviors, which you can then attach or link to in your email.
General Tips for Writing Emails to Solve Workplace Problems
Emails can be your best friend when it comes to resolving difficult situations in the office without confronting staff members face to face.
Here are some additional tips to keep in mind that can make the process more effective.
Balance out the email’s negativity with positive points to encourage improvement. Make sure your formal language doesn’t obscure what you’re trying to say. Be clear and concise—invaluable when writing long emails. Keep the emails on file for future reference in case matters don’t improve.
Be Ready to Tackle Different Workplace Challenges
Teams face problems all the time, especially when under stress. Whether it’s a physical or digital environment, whether you’re the boss or a staff member, it’s worth knowing the best ways to change habits for the better.
Diplomacy through email is a sound strategy as long as you express complaints clearly and professionally. But don’t overlook other resources like digital tools designed to make teamwork easier.
