Difficult Conversations = Opportunities for Trust

Let’s face it—difficult conversations are part of the job when you’re a project manager, especially in the creative world where people are passionate, timelines are tight, and sometimes the font just isn’t it. Whether it’s a tricky feedback session, a scope change talk, or a “Hey, this isn’t working” moment, these conversations can feel awkward at best and explosive at worst.

But here’s the truth: if handled with clarity and empathy, these talks can actually build trust, not break it. Trust wasn’t lost. It was earned—through the conversation itself.

Get to the Point (But Stay Kind)

The longer you circle around the issue, the more room there is for confusion. Be clear about what’s going on, but don’t forget your humanity. Try something like:

“I wanted to check in about where we are—it feels like we might be drifting off scope, and I’d love to get us back on track together.”

Stay Calm, Especially When It’s Spicy

The more grounded you are, the better chance others will stay calm too. If you feel defensive creeping in, take a pause. Breathe. Blink. Drink water. Anything but snapping back.

Bring Solutions, Not Just Problems

You’re not just delivering bad news—you’re helping to fix it. Come in with two options or next steps. It shows leadership, not blame.

Recap the Conversation in Writing

This isn’t about “gotcha” moments—it’s about clarity. A short follow-up note like:

“Thanks for chatting today—just to recap, we agreed to X, and I’ll follow up on Y by next week.”
This avoids memory gaps, misinterpretation, and mystery timelines.

Keep It Normal

When feedback and course corrections are part of the rhythm, they stop feeling like “uh-oh” moments. Normalize direct, caring communication on your projects.

Pro PM Tip

If you’re nervous about a convo, write it out like a script first. Rehearse it in your head, out loud in the shower, or to your pet. Sometimes just hearing the words makes them less scary—and way more human.