Addressing leadership failures can feel like you’re stepping into a minefield. Leaders, after all, often hold power and influence within an organization. Still, when something isn’t working, ignoring the problem can do more harm than good. Maybe it’s a supervisor who overlooks input from their team, or a manager whose decisions are consistently causing confusion or frustration. These issues don’t just impact morale; they can trickle down to productivity, collaboration, and even the company’s bottom line.

But how do you respectfully raise the issue without making it personal or inflammatory? The key lies in crafting a narrative that focuses on facts, solutions, and professionalism. This guide will walk you through the steps of framing your concerns in a constructive way, helping you address leadership failures without burning bridges or stirring unnecessary tension.

Focus on the Problem, Not the Person

The number-one rule for reporting leadership failures is to keep the focus on behaviors and outcomes, not personal criticisms. A vague or emotionally charged complaint like, “My boss is terrible at their job,” isn’t going to encourage a productive conversation. Instead, think about the specific actions or decisions that are causing problems and how they’re affecting the workplace.

For example, if your manager frequently cancels one-on-one meetings, leaving you without direction, focus on how this impacts your ability to achieve goals. You might say, “Without regular meetings, I feel unclear about priorities, which makes it harder to stay on track with deadlines.” This approach helps separate the individual from the issue, making it less about assigning blame and more about finding solutions.

Start with Observations

When you report a leadership concern, back it up with specific examples. Think of this as connecting the dots between what’s happening and why it matters. Generalized statements like, “They don’t communicate well,” can be easy to dismiss. Instead, use observable behaviors to paint a clear picture.

For instance, if a team lead rolls out new processes without consultation or explanation, share concrete examples. You could say, “During the last project, the workflow suddenly changed without notice, which caused confusion and delayed our timeline.” Framing your feedback this way provides clarity while showing you’re invested in solving the problem.

Sticking to observable actions and their consequences also keeps emotions in check. You’re not attacking anyone’s character; you’re presenting facts that need attention.

Tie the Issue to Team or Company Goals

If you want your feedback about leadership to stick, frame it within the broader context of team or company success. While it’s normal to feel personally affected by leadership failures, focusing solely on how it impacts you might not resonate with decision-makers. Connecting the issue to organizational goals can make your concerns harder to ignore.

For example, instead of saying, “The manager never listens to me,” shift the focus to how their actions impact the team or company. You could frame it like this: “When team input isn’t considered during meetings, I’ve noticed delays in implementing projects because some details are overlooked.” This approach shows that you’re thinking about the bigger picture while still addressing the problem at hand.

Use a Tone of Respect

Even if you’re frustrated, how you deliver your feedback can determine how it’s received. A respectful tone keeps the door open for discussion and reduces defensiveness, especially when addressing leadership failures. No one wants to feel attacked, and how you present your concerns can be just as important as what you’re saying.

Try using “I” statements rather than “you” statements to make the conversation feel less accusatory. For example, instead of saying, “You never communicate clearly,” try, “I feel that some instructions are unclear, which affects how I approach my tasks.” Framing the issue this way keeps things collaborative rather than confrontational.

Assume positive intent where possible. Even if leadership is falling short, it’s unlikely that anyone wakes up with the goal of mismanaging their team. Approaching the conversation with the mindset that solutions are possible can create a more productive dialogue.

Propose Potential Solutions

One of the most effective ways to communicate leadership failures is to pair your concerns with ideas for improvement. This shifts the conversation from problems to possibilities, showing that you’re invested in creating a better work environment.

For example, if a supervisor is consistently leaving decisions until the last minute, suggest setting up a weekly meeting to review upcoming priorities. You might say, “I think it could help the team stay on track if we had regular check-ins to plan ahead for key deadlines.”

Offering solutions doesn’t mean you have to fix everything yourself. However, showing that you’re thinking of ways to improve builds credibility and positions you as part of the solution rather than just an observer of the problem.

Understand the Role of Timing

Timing can make or break how your feedback is received. Bringing up leadership concerns during a chaotic period or when emotions are running high might mean your message gets lost. Instead, find a moment when things are relatively calm and decision-makers can give the issue their full attention.

For example, rather than voicing your concerns in the middle of a team meeting, ask for a one-on-one conversation or send an email requesting a follow-up chat. This shows that you respect not just the leader’s role but also their time, which can go a long way in keeping the tone of the conversation professional.

Be Prepared for Follow-Up

Addressing leadership failures isn’t usually a one-and-done conversation. Whether HR or upper management handles your concerns, it’s likely there will be follow-ups or even investigations. Be ready to provide any additional information or examples if they’re requested.

At the same time, make a point to ask about the next steps. If you’re left wondering what happens after you report the issue, it can lead to unnecessary anxiety. A simple question like, “What can I expect moving forward?” ensures you stay in the loop and signals that you’re awaiting action.

Crafting a respectful narrative when reporting leadership failures doesn’t mean watering down your concerns. It’s about delivering your message thoughtfully, focusing on facts, and contributing to solutions. By staying respectful and professional, you’re advocating for both yourself and the broader health of your workplace.