A Practical Approach to Assertive Communication, Updated for What I Have Learned in the Years Since I First Wrote About This

A substantial revision of an earlier 2014 post titled 6 Tips to Improve Communication with Difficult People. The skills are largely the same. The framing has matured.

In 2014, I wrote a blog post called 6 Tips to Improve Communication with Difficult People. The skills in it were sound. The framing was a product of its moment, and there is one thing I would change before anything else.

The word difficult, in that title, located the problem entirely in the other person. The reader was the reasonable one. The other was the difficult one. This framing was popular in self-help writing of the era, and it has not aged well, for two reasons.

First, almost no one is purely difficult. The person who feels difficult to you is usually someone whose own nervous system is activated, whose own communication patterns developed in their own history, and who is responding to you according to dynamics that include both of you. Naming them as difficult flattens what is actually a co-created pattern.

Second, the framing implicitly excuses the reader from examining their own contribution. The communication you are struggling with is rarely produced by the other person alone. Your response patterns, your tone, your timing, your assumptions about what they meant — all of it is part of what is happening. Naming them as the difficult one closes off the more useful question, which is what would shift if you changed something about how you are showing up.

So this refresh begins with a different framing. The skills below are for any conversation that has become activated, whoever is producing the activation. The goal is not to learn to manage difficult people. The goal is to learn to communicate clearly when the conditions for clear communication have started to deteriorate — which can happen with anyone, including yourself.

Where assertive communication comes from

Most of us did not learn assertive communication in our families. We learned other things. We learned to suppress our own thoughts and feelings to keep the peace. We learned to manage other people’s emotional weather to keep ourselves safe. We learned to say yes when we meant no, to swallow what we needed to say in order to stay connected to someone we feared losing. We learned to be invisible when visibility had been costly.

These patterns were not failures of character. They were survival adaptations. The child who learned to suppress her own voice did so because her voice was unwelcome, mocked, criticized, or punished. The body that learned to swallow what it needed to say was protecting the relational connection that the child needed to survive. The adaptations made sense at the time. They worked. They kept the child safe.

As adults, the same adaptations cost us. The voice that learned to suppress itself in childhood continues to suppress itself in adult relationships that could actually receive it. The body that learned to swallow needed words continues to swallow them with the people who could actually hear them. The conditions have changed. The system has not yet updated.

Learning assertive communication as an adult is the work of updating the system. Slowly. With practice. With the recognition that the skill was suppressed for survival reasons and is being rebuilt now under different conditions. The skill is learnable. The work is real. And the relationships in your life that can survive your assertiveness will become stronger as you develop it. The ones that cannot will reveal what they actually were.

Regulate first

Before any technique, before any acronym, before any specific words you might use, the most important element of assertive communication is the state of your nervous system. Words spoken from activation almost always fail. The technical content of what you said may be perfect. The delivery, shaped by the activation in your body, will land as something different. Your face will signal something other than what your words say. Your tone will carry the urgency that came from the activation rather than the steadiness that effective communication requires. The other person, sensing the activation, will respond to that rather than to your content.

The single most important thing you can do before initiating an important conversation, or in the middle of a conversation that has begun to get heated, is to regulate. Not perfectly. Just enough.

If you can, take the conversation somewhere quieter. Walk away if necessary and return when you are calmer. There is no rule that important conversations have to happen in the moment of activation. Most are better when both parties are regulated.

If you cannot leave, take silence in the conversation itself. Three deep breaths, slow, with the exhale longer than the inhale. Four counts in, seven counts out, three cycles. About a minute of silence. Silence is allowed. It often produces a different conversation than the one that was about to happen.

Notice your own body. Is your chest tight? Your jaw clenched? Your breath shallow? These are signs the system has moved from social engagement into mobilization. From this state, the words you say will not land the way you want them to. Regulate first. Speak from steadier ground.

The skill itself — what I called PASARR in the original

With the regulation in place, here is the structure of an assertive exchange. The original post called this PASARR — Pause, Acknowledge the Truth, Stay True to Self, Ask for a Request, Repeat, Repair. The acronym still works as a memory aid. The content of each step is essentially the same now as it was then, with some refinement.

Pause

Before you respond to what was just said, take a moment. Notice your own reaction. Notice what wants to come out of your mouth. Notice whether what wants to come out is actually what you mean to say, or whether it is the reflexive defensiveness, justification, or compliance that your earlier conditioning trained you to produce.

The pause is short. Sometimes only a few seconds. But it is the space in which choice becomes possible. Without the pause, your response is automatic. With the pause, you can choose.

This is a learnable skill in its own right. People who have spent decades responding reflexively often need to practice the pause many times before it becomes natural. The early attempts feel awkward. The other person may notice the silence and ask if you are okay. You can say yes. You are just thinking before you speak. This is allowed.

Acknowledge what is true

If the other person has said something that contains accurate information, acknowledge it. This is not capitulation. It is not agreeing with the entirety of their position. It is acknowledging the specific kernel of truth in what they said.

If your partner says you have been distracted lately, and you have been distracted lately, do not deny it. Say yes, I have been distracted. Tell me more about what you have been noticing. This acknowledgment de-escalates the dynamic. It signals to the other person that you are not going to fight them on every point. It also clears space for the actual conversation, which is usually somewhere underneath the surface complaint.

If your boss says your work has been below standard, and you can identify one specific instance where this is true, name it. *You are right about the report I turned in last Tuesday. That was not my best work. The presentation I delivered on Thursday, on the other hand, was strong.* Specificity matters. Generalized criticism becomes more workable when met with specific acknowledgment of what is true and specific clarification of what is not.

If the other person has said nothing accurate, you do not have to invent something. But often there is something accurate in even the most charged communication. Finding it is part of the work.

Stay true to yourself

Use I statements. Not the cliched I-feel-when-you-do-this format that has become a parody of itself, but the genuine practice of speaking from your own experience rather than reporting on the other person’s behavior as if it were the only fact in the room.

Instead of *you never listen to me*, try *I have been feeling unheard in our conversations this week*. The difference is significant. The first is a global statement about the other person that they will resist. The second is a report from your own experience that the other person can engage with.

This is harder than it sounds, especially when the activation is high. The instinct in difficult conversation is to focus on what the other person is doing wrong. Learning to redirect that energy toward what you are actually experiencing is part of the practice.

Ask for what you want

After acknowledging what is true and speaking from your own experience, name what you would like to be different. Specifically. Concretely. In a way the other person can actually respond to.

*When you are late and do not call, I find myself worrying and getting angry. Would you be willing to text me if you are going to be more than ten minutes late?* That is a specific request that the other person can say yes or no to.

*You need to be more considerate* is not a request. It is a vague criticism. The other person cannot do anything specific with it. They will respond defensively because the statement does not give them a path to action.

Specific requests, made from a regulated state, with acknowledgment of what is true and speaking from your own experience, are the actual mechanism by which relationships shift over time.

Reflect and repeat

Ask the other person to share what they heard. Not as a test. As a way to ensure mutual understanding. *Can you tell me what you are hearing me say?* They will often paraphrase back something slightly different from what you meant. This is information. You can clarify. They can clarify what they meant when they said the thing that activated you. Over time, the gap between intent and impact narrows.

Repair

If the conversation has gotten heated, if either of you has said something that landed harder than intended, name it. *That came out sharper than I meant it. Let me try again.* Repair is one of the most powerful tools in any relationship. The capacity to recognize when something has gone off track and to gently bring it back is what distinguishes relationships that endure from relationships that gradually erode.

Repair does not require either of you to be the one entirely at fault. It just requires the willingness to attend to what is happening between you and to try again with more care.

A note on what makes this hard

Reading these steps, you may notice that none of them is complicated. The skills are simple. They are also profoundly difficult to do in the moments when they would help most.

This is because the moments when you would most need these skills are also the moments when your nervous system is most activated. The pause is harder when you are flooded. The acknowledgment of truth is harder when you feel attacked. The I statements are harder when the urge is to focus on what the other person is doing wrong. The request is harder when what you really want is to be understood without having to make a request.

This is the work. You practice the skills in low-stakes moments so that they are partially available in high-stakes moments. You catch yourself, sometimes after the fact, and reflect on what you might have done differently. You return to the practice. You get better, slowly, over years.

And in the meantime, you are not failing. You are practicing a skill that most of us were not taught and that takes most adults a long time to develop. Patience with yourself is part of the work.

Where to begin

Pick one upcoming conversation that you anticipate being difficult. Before it happens, rehearse what you want to say. Use the structure: pause, acknowledge what is true, speak from your own experience, ask for what you want.

Notice your own state before the conversation begins. If you are activated, take five minutes to regulate first. Walk. Breathe. Place your hand on your heart and your belly. Do not begin the conversation until your system is closer to baseline.

Have the conversation. Notice what worked. Notice what did not. Notice where the practice was easy and where you reverted to old patterns. None of this is failure. It is data.

Repeat with the next conversation. Each one builds capacity for the next. Over months and years, the skills become more available. The relationships that can hold your developing voice will deepen. The relationships that cannot will reveal themselves.

And the felt sense of speaking your truth, in a moment that requires it, from a regulated state, with care for the other person and care for yourself, is one of the most powerful experiences available to a person who has spent decades silencing themselves. It is worth the practice. It is worth the awkward early attempts. It is worth the patience the work requires.

In love and dignity, speak the truth — as we think, feel, and know it — and it shall set us free.

— Melody Beattie

Further reading: Marshall Rosenberg, Nonviolent Communication: A Language of Life. Harriet Lerner, The Dance of Anger. Brené Brown’s work on vulnerability and difficult conversations. For the companion piece on detachment with love, see The Art of Detachment with Love on courageous-arts.com.

April Wright, MA, LMFT is a Licensed Marriage and Family Therapist in California and Florida. She blogs about attachment, healing, and the courageous arts of becoming oneself at courageous-arts.com and sees clients at thecourageousself.com.