Support Your Team: Guidance on Managing Underperforming Employees
- Cindy Saunders | Leaders Rise
- Feb 24
- 3 min read
Updated: Mar 15
Managing underperforming employees: A practical approach
Handling underperformance is one of the toughest parts of leadership. Whether it’s due to unclear expectations, personal issues, or a lack of skills, poor performance can impact team engagement and productivity.
Instead of criticizing, take a collaborative approach. Start with open conversations to understand what's causing the issue, whether personal or work-related. Challenges are inevitable, but a supportive, problem-solving mindset is the best way to turn things around.
Here are seven practical steps to help you address underperformance effectively.
1. Understanding the Root Causes of Underperformance 🗝️
Underperformance isn't always obvious. It can show up as missed deadlines, lack of engagement, or frequent absences.
Low Engagement: When employees feel disconnected their effort and results often suffer.
Skill Gaps: Without the right training or expertise, employees may struggle to meet expectations and deliver quality work. This creates a failure loop.
Unclear Goals: Ambiguity around roles and expectations can lead to confusion, missed targets, and underperformance.
Personal Challenges: Stress, health issues, or family concerns can distract employees and reduce their ability to focus at work.
Stagnation: A lack of growth opportunities or meaningful challenges can cause disengagement and hinder performance.
Ineffective Communication: Poor communication creates misunderstandings, errors, and frustration, impacting overall productivity.
Workplace Barriers: Toxic environments, insufficient resources, overwhelming workloads, or weak leadership can all demotivate employees and limit their success.
Addressing these issues can help create a supportive environment where employees can succeed. The key is to notice and act quickly.
2. Conduct a One-on-One Meeting
Meet the employee in a distraction-free, private environment.
Come with an open mind, ready to actively listen.
Share clear examples of where performance is falling short and explain how it impacts the team. Ask open ended questions like:
What parts of your job motivate you most?
What is frustrating you right now?
Are there any external factors that could be affecting your work?
How would you describe my management style? (this one takes courage)
Is there anything else I should know?
Listen without assumptions and take notes. Sometimes, the issue is a simple misunderstanding or a bigger challenge like burnout or lack of support.
3. Clarify Job Expectations
Underperformance often happens when job expectations aren't clear.
Be specific about what needs improvement.
Outline clear goals and deadlines.
Document expectations so there’s no confusion.
Show what success looks like in their role.
When employees understand exactly what’s expected, they can focus on making improvements.
4. Build an Action Plan for Managing Underperforming Employees
Instead of just pointing out problems, create a plan together.
Specific steps the employee will take
How you'll support them (training, mentoring, etc.)
A realistic timeline for progress
This isn't about punishment. It's about growth. Encourage the employee to take ownership of their improvement.
5. Schedule Regular Check-Ins 🗝️
One meeting isn't enough. without regular check-ins, even the best plans fail.
Why Check-Ins Matter:
Accountability: Keeps the employee on track.
Support: Gives them a chance to ask for help.
Adjustments: Allows for course correction if needed.
How to Do It Right:
Start with weekly or bi-weekly meetings, then adjust as needed.
Focus on progress, challenges, and next steps.
Celebrate small wins!
When leaders follow up, employees feel supported instead of ignored.
6. Recognize and Celebrate Progress
Improvement takes effort—so acknowledge it!
Point out specific ways they’ve improved.
Show how their progress benefits the team.
Celebrate milestones to keep motivation high.
Positive reinforcement makes employees more likely to stay engaged and keep growing.
7. Provide Ongoing Feedback and Coaching
Keep feedback clear and focused—one or two areas at a time.
Turn daily interactions into learning moments by offering tips and encouragement.
Help employees develop new skills so they can continue improving.
What If Nothing Changes?
If performance doesn’t improve after multiple efforts, consider other options:
Reassigning them to a better-fitting role
Letting them go (as a last resort)
Tough decisions are sometimes necessary to keep the team productive and engaged.
The Takeaway
Managing underperformance doesn’t have to be about conflict. With clear expectations, support, and follow-ups, many employees can turn things around. The goal isn’t just to fix problems—it’s to build a workplace where people can succeed.
For more insights, check out this guide on managing underperforming employees.
If you’re ready to elevate your leadership approach and develop tailored strategies for turning underperformance into lasting success, schedule a free appointment today.
Let's work together to refine your leadership skills, building a dynamic, high-performing team that drives sustainable growth.