How to create a PDF template to help guide difficult conversations.
Throughout life, there are times when you’re going to have to gear yourself up to have a challenging conversation with one or more people. Difficult conversations are something we all encounter — at work, at home, and in learning environments.
Creating a template for difficult conversations can be a great first step. A template will help you logically work through important points. Use one as a tool to guide you, and others, through those difficult conversations.
What you’ll learn
- Why use a PDF template for challenging conversations
- Situations for using a difficult conversation template
- The benefits of templates for difficult discussions
- What to include in a difficult conversation template
- How to create a PDF template for challenging conversations
Why use a PDF template for challenging conversations?
Create a template to help guide you through difficult conversations. It will help you prepare and organize what you need to discuss and stay on track during your discussions. In a customised template for difficult conversations, you can include things like —
- a checklist and structure that outlines all the points you want to remember to cover
- what you hope to accomplish by the end of the conversation
- any resolutions, tasks, or actions to be taken by yourself or other parties after the discussion.
PDFs are ideal for difficult conversation templates. Why? They’re easy to share and they’re portable. PDF templates can be read and opened by anyone with a copy of the free PDF reader on their computer or mobile phone. With a PDF file, you can —
- Send and share your plan for the conversation to others ahead of time. That way, everyone knows what to expect and can prepare for the conversation.
- Convert PDFs to and from other file formats without losing your formatting.
- Create interactive fields for you, and others, to complete and check off as you progress through your conversation and work through your issues.
- Password-protect PDF files to ensure only the intended recipients can view the contents and make changes.
Situations where a template can help with difficult conversations.
All types of relationships evolve and change over time. Challenging conversations can arise in various personal and professional scenarios. Preparing for how to address tough topics is important. Having a guide to refer to while you engage in productive dialogue helps with navigating difficult conversations.
Some contexts and situations where challenging discussions can benefit from a template format include —
Conflict and dispute resolution.
- Resolving conflicts in a workplace between team members.
- Mediating dispute resolutions involving individuals and businesses.
- Managing interpersonal conflicts or misunderstandings with your friends, family members, or even your neighbours.
Relationship issues.
- Addressing concerns or conflicts with friends or family members.
- Engaging in difficult discussions with a partner about your relationship.
Boundary setting.
- Establishing your personal or professional boundaries in relationships at work, at home, or in social settings.
- Discussing situations where your boundaries have been crossed.
Negotiations and/or disagreements.
- Commencing salary or employment contract negotiations on terms and conditions of employment.
- Negotiating terms or resolving conflicts in a business partnership or group collaboration.
- Managing disagreements over decisions, projects, or strategies in a team or organization.
Raising sensitive topics.
- Raising sensitive topics with someone who holds a different point of view around matters such as finances, health issues, or personal beliefs.
- Talking through issues related to diversity, equity, and inclusion in your workplace or your community.
Discussing performance reviews or feedback.
- Working through behavioural issues or areas of improvement with an employee or your manager.
- Addressing performance discrepancies or missed expectations.
- Giving constructive criticism and feedback to help someone grow professionally.
Encouraging personal development or behaviour change.
- Discussing personal habits or behaviours that affect relationships or personal growth.
- Raising concerns about someone's actions that might be harmful or detrimental.
Change management.
- Communicating changes within an organization that might impact individuals or teams.
- Addressing concerns or resistance regarding organizational changes.
Customer and client relationships.
- Managing difficult or upset customers or clients with empathy and respect.
- Addressing complaints or concerns clearly and professionally.
The benefits of using a template for difficult conversations.
You’ll find there are several benefits to using a template when you need to address difficult topics or situations. A template can help you stay focused and on topic and reach a successful outcome.
Some of the benefits of creating a template for sensitive topics and challenging situations include facilitating —
- Preparation.
Sharing a template for a difficult conversation with other participants ahead of time gives everybody a chance to consider and prepare for the conversation. Everyone can then contribute to the conversation in a responsive way, rather than in an off-the-cuff or reactive manner.
Participants can easily edit a PDF online and notes and comments about what they want to discuss.
- Structured and productive communication.
Templates help to provide a clear, objective, and planned structure to guide the flow of a conversation. Taking a structured approach also helps to reduce any confusion, heightened emotions, or misunderstandings. It will help you keep your interaction focused and on-topic.
An interactive PDF with form fields and checkboxes that you complete as you discuss and resolve issues is an excellent way to feel like you’re making progress and being productive.
- Improved outcomes.
Templates can not only be used to prepare and plan for difficult conversations and follow during your meeting or discussion. You can also include sections to record any agreed outcomes, resolutions, or future tasks.
If you want a formal record of your discussion and any agreements reached, you can add features such as the ability to request a signature in a PDF to show that you have come to an agreement or resolution.
What to include in a difficult conversations template.
Every conversation is unique, but there are some common elements that you should include in a template or strategy for how you will engage in a difficult conversation. Preparation is essential. Take a structured approach to what you include in your template.
Key elements to preparing and successfully engaging in a difficult conversation include to —
- Clarify your objectives.
Be clear about the purpose of the conversation and what you hope to achieve from it. Clearly articulate the issue or concern, providing specific examples, if necessary, without making accusations or apportioning blame.
- Gather information.
Be sure to collect all relevant details and facts about the situation. Use these to help build a list of discussion points that you want to cover.
- Consider everyone’s perspective.
Reflect on what you already know about the perspective of the other person or persons. Consider including discussion points that may be relevant and important to the other person or people you will be having the conversation with.
- Set the tone.
Use language and wording that reflects the situation and context. Keep the tone neutral. The wording you use in a template for difficult conversations in a business environment is likely to be more formal than you might use in one for sharing and talking with a close family member.
- Make space for solutions.
Have a section to write in potential solutions or compromises that address the issue. Identify actionable steps or commitments that you can do and record to move forward and resolve the issue.
- Plan for a follow-up.
Set a time and date to follow up and assess your progress or revisit the issue, if needed.
- Choose the right time and place.
Find a private, neutral location where both parties can communicate openly, respectfully, and without distractions.
How to create a PDF template for challenging conversations.
There are a few ways to create a PDF template for difficult conversations.
- Create a new document in Adobe Acrobat
Create a template or PDF document from scratch in Adobe Acrobat online or an Adobe Acrobat app.
- Create a document in another app and convert it to PDF.
Design and create a template in your chosen app, and then print it to PDF or use your Adobe Acrobat application to adjust any interactive fields. It’s also easy to —
Related content.
Other articles to help with Adobe Acrobat features in designing your template for difficult conversations include —
- How to make an interactive PDF
- PDF Security: Protect Your Sensitive Content and Information
- Cloud PDF Storage and File Sharing — Access Documents Anywhere, Anytime
