Title: Dealing with Difficult People
1Dealing with Difficult People
- Dr. Scott Pelok
- University of Michigan
- User Group University
2Difficult People
- We all have folks in our lives that make things
more difficult that they need to be to work, play
and enjoy ourselves. Whether it is at our
workplace (a dental office) or in our hobbies and
fun times (User Groups) we can related to the
list of folks who seem to delight in making our
life miserable. It is with an understanding of
the drive behind these folks we are better able
to deal with them.
3Difficult People
- Hostile- Aggressive
- Constant Complainers
- Silent and Unresponsive
- Super-Agreeable
- Negative People
- Know-it-alls
- Indecisive Stallers
4Hostile -Aggressives
- Sherman Tanks
- Snipers
- Exploders
5Hostile -Aggressives Sherman Tanks
- Tanks always come out charging
- Not always physically, but their whole demeanor
expresses ATTACK - Arbitrary and Arrogant
- Consider others to be inferior to them
- Leaves people feeling confused, helpless,
frustrated.
6Hostile -Aggressives Sherman Tanks
- Tanks have a strong need to prove to themselves
and the world that they are right. - Tasks are clear and concrete to them.
- Ways to perform tasks are simple and
straightforward. - They get impatient with anyone who disagrees.
7Hostile -Aggressives Sherman Tanks
- They usually achieve their short term goals, but
at the expensive of relationships with co-workers
and friends. - They seem incapable to receive or accept feedback
about their impact on others.
8Hostile -Aggressives Sherman Tanks
- Coping
- Stand up for yourself
- Give them time to run down
- Just get in there
- Get their attention
- Get them to sit down
- Speak from your point of view
- Avoid a head-on
- Be ready to be friendly
9Hostile -Aggressives Sherman Tanks
- Stand up for yourself
- When they sayNo.no that wont work at all.
- Respond with Now wait a minute. I am not sure
you heard what I said Describe your position in
a non-hostile manner. - Failure to stand up will reinforce the behavior
of rolling over you.
10Hostile -Aggressives Sherman Tanks
- Stand up for yourself
- When they sayNo.no that wont work at all.
- Respond with Now wait a minute. I am not sure
you heard what I said Describe your position in
a non-hostile manner. - Failure to stand up will reinforce the behavior
of rolling over you.
11Hostile -Aggressives Sherman Tanks
- Give them time to run down.
- Usually their outburst are meant to intimidate
and push you back - Stand you ground without responding and give them
time to run out of steam. - When they start to lose momentum, be ready to
jump into the situation.
12Hostile -Aggressives Sherman Tanks
- Get their attention, CAREFULLY!
- They are expecting you to shy away from them of
not to resist. - Call them by name (not a name). BOB, Ms.
Winston! and with authority. - Drop a book or a pencil, but do NOT throw it. You
are attempting to break their tirade.
13Hostile -Aggressives Sherman Tanks
- Get them to sit down.
- Look if we are going to argue, at least get
comfortable. - Only sit when they sit.
14Hostile -Aggressives Sherman Tanks
- Speak from your point of view.
- I disagree with you
- I see things differently
- Dont threaten, simply state your point of view.
15Hostile -Aggressives Sherman Tanks
- Avoid a Head-On
- You may lose the battle
- If you become to aggressive in response, they may
escalate their behavior. - They are very skill at this type of fighting, you
are probably an amateur. - OR worst lose the war
- If they are your boss, the consequences are
obvious. - If someone else, you may instill the same
feelings toward you the tank did to you.
16Hostile -Aggressives Sherman Tanks
- Be ready to be friendly
- Surprisingly, when you do stand up to the
bully, the tank will see you as one worthy of
their respect and someone who is strong. This can
be quite disconcerting is you are not ready for
it and may interfere with a productive and
valuable future relationship.
17Hostile -Aggressives The Sniper
- Snipers maintain a cover from behind which that
can take pot shots at you. - Innuendoes, sotto voce remarks, not-too-subtle
digs, non-playful teasing, etc. - They act friendly and non-threatening and leave
you feeling pinned down.
18Hostile -Aggressives The Sniper
- When we witness this behavior we often wish the
victim would respond and lash out against the
assailant. But the sniper has learned to use our
own social constraints to create a protective
place from which to strike out their prey. - It is the very success in reducing others to
inaction that reinforces the sniper to act as
they do.
19Hostile -Aggressives The Sniper
- Understanding a sniper
- They have a very strong sense of what they think
is right and how something should be done. - They think that they have a superior view of a
situation and feel distain for others with
differing beliefs. - Their expectation may be unrealistic and elicit
further attacks when not answered. - They feel a need to be in control of a situation.
20Hostile -Aggressives The Sniper
- Coping
- Surface the attack
- Provide an alternative to a direct contest
- Seek group Confirmation or Denial of Attack
- Deal with Problems
21Hostile -Aggressives The Sniper
- Surface the attack
- If you are the victim of an attack, dont ignore
it. Confront it! Smoke them out! - That sounded like a dig. Did you mean it that
way? - Do I understand that you dont like what I am
saying? - Sounds like you are ridiculing me. Are you?
22Hostile -Aggressives The Sniper
- Provide an alternative to a direct contest.
- You notice the above are all questions. Not
assertions. - The sniper will usually deny any such attack was
intend - What, who me?. No I agree with everything you
are saying. - They are less like to snipe in the future.
- Without cover, sniping is not possible.
- If however, they then tell you where you are
going wrong, be ready to assess the claims
23Hostile -Aggressives The Sniper
- Seek group confirmation or denial of the
criticism - If the sniper states This is the worst idea I
every heard. - You ask the group Does anyone else see it this
way? - If there is confirmation, be ready to look for
the problems and deal with them. - If the criticism is not supported, I guess there
is a difference of opinion, could you be more
specific?
24Hostile -Aggressives The Sniper
- Deal with the problems
- Prevention
- Regular meetings where people are comfortable to
express ideas will lessen tension. If people feel
they can speak and be heard they are less likely
to take pot shots.
25Hostile -Aggressives The Exploder
- The classic adult tantrum
- Barely under control
- Escalation of fury to the point that objects and
blows may be thrown.Can erupt during
conversations that start out friendly and
reasonable.
26Hostile -Aggressives The Exploder
- Almost always an automatic response to a
situation which the person feels both thwarted
and psychologically threatened. - The words or actions that elicit this response
may be subtle, unintended or only partially
intended. - The victim of the tantrum is often unaware of
having said anything wrong and is likely to feel
surprised and bewildered by the abrupt change in
the situation.
27Hostile -Aggressives The Exploder
- Why does this work? It is a learned response from
childhood. An exploder has found that a good
tantrum will reduce a well-functioning adult to
silence, passivity, or tantrums of their own.
28Hostile -Aggressives The Exploder
- Coping
- Give them time to run down
- Show your serious intentions
- Interrupt the Interaction
29Hostile -Aggressives The Exploder
- Give them time to run down.
- Just like the Sherman tanks, exploders will
eventually run out of steam. Be ready to jump in. - If no pause occurs, however, be ready to stop
them verbally. - STOP! STOP!
- WAIT A MINUTE!
30Hostile -Aggressives The Exploder
- Show your serious intentions
- I can see that is this is very important to you
and I want to discuss it with you. But no in this
way Loudly!
31Hostile -Aggressives The Exploder
- Interrupt the Interaction
- Ill be right back
- You are buying time to let them cool off and
compose themselves.
32Constant Complainers
- Find fault with everything.
- The disguised message is that someone (usually
you) should be doing something about a situation. - Complainers usually sit down when starting a
conversation. They figure they are going to stay
for a while.
33Constant Complainers
- Do not confuse with problem solvers that have a
genuine complaint. The are normally looking for
solutions to concrete problems. Complainers by
contrast will start on one topic and roll right
into many more, seemingly endlessly.
34Constant Complainers
- One of the problems with separating problem
solvers from complainers is there is usually some
substance to both sets of complaints. - Complainers can easily turn the tables on their
victims and make them defensive.
35Constant Complainers
- Two types
- The complete complainer -Everything is presented
to you since, you obviously (to their way of
thinking) are at fault. - The Triangular complainer. This person complains
to you ABOUT someone else and expects you to
remedy the situation.
36Constant Complainers
- Understanding the problem
- They do not think they are whining, the honestly
think they are addressing a problem that you need
to address - Ive brought this to your attention, told you it
is not the way it should be. I have done all I
can do. Now it is up to you!
37Constant Complainers
- Three factors make up the complainers world
- They are powerless
- To make changes to the situation
- They are prescriptive
- They obviously know what is best
- They are perfect
- They are obviously blameless, innocent and
morally perfect in order to pass judgment as they
do.
38Constant Complainers
- They point out real problems but do it in a way
to elicit placating or defensive responses from
others. Their frustration at the lack of
constructive problem solving is genuine but
self-defeating since it leads to more complaining.
39Constant Complainers
- Complaining can be understood as the only kind of
active behavior that seems possible to those who
feel powerless to determine their own fate. The
believe that the causes of what happens to them
is attributable to benevolent or malevolent
others.
40Constant Complainers
- Complainers have a strong sense of how others
ought to behave They feel anger when others do
not conform.
41Constant Complainers
- Complaining is self-validating since it provides
a solid basis for complainers to confirm their
own lack of responsibility for anything that is
not done well.
42Constant Complainers
- Coping
- Listen attentively
- Acknowledge
- Be prepared to interrupt
- Use limited responses
- Dont agree
- Avoid the Accusation-Defense-Reaccusation
sequence - State facts without comment or apology
- Switch to problem solving
- Last resort
43Constant Complainers
- Listen attentively
- Easy to brush off. Common to think Stop
Whining - Must be done in order to
- Allow the complainer to left off steam
- Lessen their sense of being dismissed and
powerless - Provides you with information needed for
additional coping steps
44Constant Complainers
- Acknowledge
- Actively let them know you hear them
- Paraphrase the message
- End with your best guess about how the complainer
feels, I can see you are pretty frustrated about
this.
45Constant Complainers
- Be prepared to interrupt
- If you dont stop the continuous string of
complaints, they are likely to repeat themselves.
46Constant Complainer
- Use limited responses
- Complainer love words like never and always.
- You move toward problem solving if you can pin
down specifics. Eliminate the nevers and
always. - You never answer the phone.
- Okay you called on Tuesday and Friday, when
else?
47Constant Complainers
- Dont agree
- Acknowledge the problem, dont agree to it. It
confirms your responsible for the existence of
this problem.
48Constant Complainers
- Avoid the accusation-defense-reaccusation
sequence. - A common approach of the complainer. The initial
response from a listener may be interpreted as an
accusation, which the complainer quickly turns
into a defense, then reverses the tables and
reaccuses the listener of the original matter.
49Constant Complainers
- State the facts without comment or apology
- Let facts stand on their own. Never try to
one-upsmanship a complainer. You will never win. - Be specific
- You never answer my memos!
- Lets see, you last memo was 6/10/02 and here is
my response on 6/18/02
50Constant Complainers
- Switch to problem solving
- Once acknowledged, work to resolve the issues
- When does this occur?
- Are there times it is better?
- Assign limited tasks
- Can you give me exact times and dates
- Get it in writing
- Easier to verify facts and follow up with details
51Constant Complainers
- Last resort
- Put it back in their lap.
- Where do you want this to go?
- Wont work the first time (usually), but gets
them into the problem solving mode to look for
constructive suggestions.
52Constant Complainers
- The Triangular Complainer- Coping
- Hove you told about this?
- May I tell about this?
- I would be happy to arrange a meeting about
this.
53Silent and Unresponsive
- Noncommittal way to handle painful situations
- Calculated aggression
- Evading themselvesWont or cant talk when you
need conversation from them!
54Silent and Unresponsive
- Coping Techniques
- Closed ended questions -Wrong
- Do you have anything to add?
- Are there an questions or comments?
- Open Ended Questions - RIGHT
- What is your reaction, so far?
- What do say about that?
55Silent and Unresponsive
- Coping Techniques
- FSS - Friendly Silent Stare
- Collecting thoughts
- Something to do/think while waiting
- Leverage
- Dont Fill in the Space- they are expecting this!
56Silent and Unresponsive
- Comment on the situation
- I expected you to say, something and you are
not. What does this mean? Again an open ended
questions - Recycle
- Well, it looks to me like this is whats
happening. I am waiting for a response and you
are not saying anything. How do we get out of
this bind?
57Silent and Unresponsive
- Responses
- Can I go now?
- Not yet, I still have some things on my mind.
- I dont know
- Well then please tell me about X
58Silent and Unresponsive
- Break the Tension
- Whats on your mind?
- What are you thinking?
- Am I wrong that you are feeling uncomfortable (or
irritated, annoyed, angry)? - Expect to go either way
59Silent and Unresponsive
- Set time limits
- Enough time for coping
- Important issues always last
- Energize the clam to open if time running out.
60Silent and Unresponsive
- The clam opens up
- Be attentive
- Resist the urge to talk as well. They will freeze
again.
61Silent and Unresponsive
- Avoid the polite ending
- Well, thanks, we will try again later.
- If a subordinate
- This is important, we will get back together
tomorrow at 3PM - If your boss
- This is important, I will call you tomorrow for
an appointment.
62Silent and Unresponsive
- Proceed on your own.
- If all else fails, proceed as if they agree
- Since you have nothing to add, I can assume you
agree to this analysis and will comply with these
specific points, or alternative consequences.
63Super-Agreeables
- Always smiling, always happy, joking and having
fun - UNTIL YOU NEED ACTION!
- Form signed
- Raise in writing
- Honest discussion
64Super-Agreeables
- The problem
- We all need to be accepted, or liked. To do so,
they make others feel like and accepted. - They become difficult when their needs conflict
with reality. - They commit to actions on which they cannot or
will not follow through.
65Super-Agreeables
- I will have that report Monday
- I will be home in fifteen minutes.
- I will get right on it
- All promises are made in good faith.
- They may actually see it that way.
- Or they are usually hiding bad news
- Short term benefits - Long term problems
66Super-Agreeables
- Coping
- Make Honesty Nonthreating
- I really want to know what is happening, because
I value your friendship. - I am really glad you liked that report, but
every area can use some improvement. Which parts
do you think could be better?
67Super-Agreeables
- Dont allow them to make Unrealistic Commitments
- I will be home in fifteen minutes.
- Well, it took me 45 minutes with traffic this
time of day, so Ill expect you are X45
68Super-Agreeables
- Be ready to compromise
- They are experts at the Win-Win situation
- Be ready to give a little so that all parties can
walk away feeling good about the situation.
69Negative People
- That wont work
- Its no use trying
- We tried that last year
- Forget it, they will never let us do it
70Negative People
- They are not aware of this underlying loss of
faith in the future. - They see instead a constant flow of reasons why
life's events cannot be dealt with in a positive
way. - They believe that those in power cannot be
trusted or will not act reasonably or
consistently. They are angry and full of
resentful acceptance of the fates.
71Negative People
- Negativists are people who, while at times are
capable, have a deep seated conviction that any
task not in their hands will fail. - Their negativism is elicited by others attempts
to solve a problem or improve a procedure. - Because they believe others in power dont care
or are self-serving, their negative statements
are made with conviction.
72Negative People
- Avoid getting drawn in
- Negative people can touch that potential for
depression in each of us.
73Negative People
- State Realistic Optimism
- Use real examples of past successes or use
analogy of current workDont go for pie in the
sky. Set real goals!
74Negative People
- Dont Argue
- It is a waste of time and will only frustrate
you. They are firmly convinced they are right.
They are sure of what will NOT work, you are not
sure of what will. - Provide alternatives
75Negative People
- Dont rush in
- Fast answers to every question may not success
and only strengthen their point. - Negativists tend to lose substance when
discussing problems rather that proposing
solutions for them to shoot-down
76Negative People
- Set the Horror limit
- Look, suppose we got that account. Yes, I know
Bob thinks we cannot manage it, but what if we
got it. What is the worst that can happen? - Define the limits in the discussion and set the
context on how negative views are to be
interpreted.
77Negative People
- Use Negativism Constructively
- Once you have separated the hopelessness and
helplessness from the substance of the negative
comments, you can listen to their advise as
counterweights to the over-optimism of others.
78Negative People
- Be ready to go it alone
- They may try to sabotage you or go around you,
but more often they will grudgingly offer
skeptical help.
79Negative People
- Review
- Be alert to the potential for being dragged down
into despair - Make optimistic but realistic statements about
past successes - Dont try to argue away their pessimism
- Do not offer solutions until the problems are
thoroughly discussed.
80Negative People
- Review
- When alternative solution is considered, raise
the question yourself about negative results
before they have a chance. - See the negativity as potential problems to
overcome - Be ready to take action on your own
- Beware of eliciting negative responses from
highly analytic people by asking them to act
before they are ready.
81Know-it-alls
- Bulldozers
- Do indeed know a great deal
- Balloons
- Do not know it all. Have to pretend!
82Know-it-alls -Bulldozers
- Highly productive, thorough, accurate thinkers
- Competent careful plans
- Carry through even when obstacles are great.
- Exude feeling of power that they dont need
anyone else
83Know-it-alls -Bulldozers
- They leave others feeling like objects of
condescension. - While usually right, they leave others feeling
inept, confused or stupid. - Can elicit resistant, self-defeating behavior
from others.
84Know-it-alls -Bulldozers
- Leave little room for anyone elses judgment,
creativity or resourcefulness - Once they have set a plan in motion, they are
almost impossible to stop, even when it looks
like a failure. - When things go wrong, it is always someone else
at fault.
85Know-it-alls -Bulldozers
- Bulldozers have in common with non-difficult
experts a strong sense that the accumulation and
ordering of facts and knowledge can provide
stability in a relatively whimsical world.
86Know-it-alls -Bulldozers
- They believe that the power to affect their lives
resides in them, and therefore tend to see the
ideas of others as irrelevant to their own
purposes. - The know-it-all quality that seems appropriate
and equated with strength in their early lives
has become associated with superiority and
certainty of knowledge.
87Know-it-alls -Bulldozers
- Coping
- Present alternative plans without attacking or
directly challenging their expertise. - Do your homework
- Listen and acknowledge
- Question and suggest
- Dont challenge
88Know-it-alls -Bulldozers
- Do your homework
- If you come in unprepared they will mow you down
or dismiss you outright as incompetent
89Know-it-alls -Bulldozers
- Listen and acknowledge
- Bulldozers do know something. You might learn it
along the way. - Acknowledgement demonstrates your understanding.
90Know-it-alls -Bulldozers
- Question and Suggest
- Dont confront, but be firm!
- Please explain to me why you think this will
help? - Dont say Okay, hot-shot, how come you cant see
this point?
91Know-it-alls -Bulldozers
- Alternatives as a detour
- I realize that this is not where we were going,
but lets take a minute to see if there are any
useful ideas here. - Extension Questions
- How would that look in print?
- Where will this project be a year from now?
92Know-it-alls -Bulldozers
- As a last resort, choose to subordinate yourself
to avoid static and perhaps build a relationship
of equality in the future.
93Know-it-alls
- Balloons The Phony Know-it-alls
- An object with thin flexible walls filled with
hot air. - They speak with great authority about subjects of
which they have little or no knowledge. - They are not liars, they really believe what they
are saying
94Know-it-alls -Balloons
- An overwhelming desire to be admired and
respected by others drives the balloons. - How better to achieve this than to be the
expert on any topic being discussed.
95Know-it-alls -Balloons
- Events that reinforce their behavior go like
this - I want them to see how brilliant I am.
- What I am thinking sounds plausible, so its
probably true. - If it is true, why not say so.
- Well, nobody is calling me a liar, so I guess it
is true. Now I know I am brilliant.
96Know-it-alls -Balloons
- Balloons seek the admiration and respect of
others by acting like expects when they are not - They often are only partially aware that they are
speaking beyond their knowledge. - They are alert and curious about new information.
This leads to trouble when sketchy or abbreviated
information is asserted as a full and accurate
picture of a situation.
97Know-it-alls -Balloons
- Coping
- The key is to establish the facts without
quashing the person or making them out to be
either a charlatan or a fools.Especially if they
are your superior!
98Know-it-alls -Balloons
- State correct facts or alternative opinions as
descriptively as possible and as your own
perceptions of reality. - Provide a means for the Balloon to save face.
- Be ready to fill in the conversation gap
yourself. - Cope with a Balloon when he or she is alone, when
possible.
99Indecisive Staller
- When you depend on other people to do things for
you- sending letters, signing checks/forms,
turning in work- nothing is more maddening to
find out they have done nothing because they
cannot make up their minds about how to proceed.
100Indecisive Staller
- Stallers have a tendency to put off major
decisions until they go away. If it where not
for the fact you needed them for some thing, let
them be as indecisive as they wish. - Stallers avoid decision making to a absurd and
unproductive limit.
101Indecisive Staller
- Almost always pleasant and supportive
- Will nod and agree in a meeting
- Will ask pertinent questions
- Will not follow up with any action.
102Indecisive Staller
- Understanding this behavior
- They are usually people that want to be helpful,
but to everyone. - For every important decision they must make they
see there will be potential disappointment or
distress to someone else. - Want to contribute to the greater welfare of
EVERYONE!
103Indecisive Staller
- Understanding
- Want to do what is right and proper, rather than
what is expedient. - They place such an emphasis on quality and value,
they may sit on a plan that does not measure
up. - They cannot bring themselves to do an job quick
and dirty.
104Indecisive Staller
- They apply these heroic standards to their
decisions and to you as well. - They can become disappointed and angry if you do
not seem to care or have the same level of
commitment they present to a project.
105Indecisive Staller
- Their major tactic is to stall everyone long
enough that the need for a decision disappears. - Can I do this now??
- Wait till you father gets home.
- Dads home, now can I do this?
- Its too late for that.
106Indecisive Staller
- Procrastination leads to greater toll for all
concerned - Alternatives ways are not considered
- Others loss enthusiasm and commitment
- Stallers feel high levels of tension as the
demands increase upon them and are more likely to
defer further.
107Indecisive Staller
- Experts on indirect communication
- Instead of candid feedback and criticism, they
use hints and vague allusions. - In general we accept this, as most times we do
not like to hear negative comments on our work or
project.
108Indecisive Staller
- Coping
- Surface the issues
- Help them Problem Solve
- Rank-Order Alternatives
- Link your plan to Quality and Service Values
109Indecisive Staller
- Surface the issues
- Make it easy for them
- Even a good project has some points that are not
the best. Can we talk about these? - If you can open the door to talk about the little
things the rest will follow.
110Indecisive Staller
- Surface the issues
- Pursue sings of indirection
- This is a generally a good report
- This is what should be done
- Terms like generally and should are
indications they are wavering. - What specifically is NOT good in the report?
- What do we need to get it done?
111Indecisive Staller
- Surface the Issues
- Consider it might be YOU.
- They dont think you are experienced enough or
can handle the situation, but are not willing to
confront you with the information. They are
skillful at helping you NOT face reality.
112Indecisive Staller
- Help them Problem Solve
- If its you
- Acknowledge your weakness. They are usually open
to requests for help - State facts nondefensively Did you know that if
you did this, you could get that? - Present a plan If you are willing to sacrifice
something without looking hurt, they will usually
open up.
113Indecisive Staller
- Help them Problem Solve
- If its NOT you
- Asking Questions to define the problems
- Is there a time when this can be done?
- Would it be helpful to have someone sit in on
our conversation?
114Indecisive Staller
- Rank-Order Alternatives
- Limit to no more than two or three. Five would be
insurmountable. - Lets look at the options, then pick out the best
two to work with
115Indecisive Staller
- Link your plan to Quality and Service Values
- Whenever possible, but only if its true, point
out why your alternative has superior qualities. - Link your plan to specific benefits to family,
customers, clients, members.
116Indecisive Staller
- Follow up
- Give support after the decision is made. They may
have seconds thoughts and retract a decision.
117Indecisive Staller
- Keep Control, Set limits
- Okay, this is my understanding, if I dont hear
from you in two days, I can go ahead and order
that part. - Fine, thank you. I will stop by tomorrow to pick
that up from you.
118Indecisive Staller
- Watch for Overload
- If pushed they can explode and make a decision
completely contrary to your intended goal. - Once they make a impulsive decision they often
refuse to reconsider them.
119References
- Coping with Difficult People, Dr. Robert Bramson,
PhD. DoubleDay Press, 1981 - Coping with Difficult People in the Health Care
Setting. Dr. William Umiker, Practical Laboratory
Management Series, 1994.