Managing underperforming employees is one of the most challenging aspects of leadership. Whether it’s due to unclear expectations, personal issues, or a lack of skills, underperformance can impact team engagement and productivity.
Approach managing underperformance with collaboration rather than criticism. Start with honest conversations to uncover any obstacles, whether personal or work-related. Although setbacks are inevitable, starting with a constructive and supportive approach is always your best foundation. Assume good intentions and face challenges with curiosity and determination to turn performance around.
Here are seven actionable tips to help you address underperformance effectively.
1. Understanding the Root Causes of Underperformance 🗝️
Underperformance often shows up subtly: missed deadlines, disengagement, or frequent absenteeism. The key is to notice and act quickly. Document specific examples of underperformance and involve HR if necessary.
According to this Forbes article, common reasons for underperformance include lack of skills or aptitude, unclear expectations, poor management practices, distractions, and insufficient training. By addressing these issues, leaders can create a supportive environment that helps employees perform at their best.
2. Conduct a One-on-One Meeting
Meet the employee in a distraction-free, private environment.
Start by sharing specific examples of underperformance and how it affects the team.
Then, ask open-ended questions to uncover the root cause:
What part of your job do you enjoy and feel the most motivated by?
What frustrates you about your job?
How well are you handling your current workload?
Are there any external factors that could be affecting your work?
How does my communication and management style come across to you? (this takes courage to ask)
Is there anything else you want to share with me?
Listen actively and avoid assumptions. This conversation can reveal personal struggles, mismatched expectations, or even gaps in training.
3. Clarify Job Expectations
Sometimes, underperformance stems from unclear expectations.
Depending on the outcome of the previous step, it may be valuable to reiterate the job expectations. Make sure that the employee understands what is expected of them and which areas require improvement.
Document the targets and how the employee has missed them so there is no room for misunderstandings. In general, being clear about exactly what must be accomplished within the job will help the employee focus on what they should be striving for. Clearly outline what success looks like in their role.
4. Creating an Action Plan for Managing Underperforming Employees
Collaborate with the employee to create an improvement plan. Include:
Specific actions for both the employee and manager
A realistic timeline for improvement
Resources like training, mentoring, or adjusted responsibilities
This plan should be a roadmap, not a punishment. Encourage the employee to set their own goals and take ownership of their progress.
5. Schedule Regular Check-Ins 🗝️
A common mistake in managing underperforming employees is failing to follow up consistently. Improvement takes time, and without regular check-ins, even the best plans can fall apart.
Why Check-Ins Matter:
Accountability: Keeps the employee focused on their goals.
Support: Provides opportunities to offer guidance and resources.
Adjustments: Allows you to tweak the plan based on progress.
How to Do It Right:
Frequency: Start with weekly or bi-weekly meetings, then scale back to monthly as improvement stabilizes.
Focus: Discuss progress, challenges, and next steps. Celebrate small wins.
Without follow-up, employees may feel unsupported or forgotten, leading to disengagement or regression. Regular check-ins show you’re invested in their success and help maintain momentum.
6. Recognize and Celebrate Progress
As the employee improves, acknowledge their efforts. Recognition boosts confidence and motivation. Highlight specific improvements and how they’ve positively impacted the team. This reinforces the value of their work and encourages continued growth.
7. Provide Ongoing Feedback and Coaching
Constructive feedback is essential for sustained improvement. Focus on one or two areas at a time to avoid overwhelming the employee. Pair feedback with coaching to help them develop new skills and approaches. Performance coaching can turn everyday interactions into learning opportunities.
When All Else Fails
If underperformance persists despite your efforts, consider reassigning the employee to a role that better aligns with their skills or, as a last resort, termination. While these decisions are tough, they’re sometimes necessary to maintain team engagement and productivity.
Final Thoughts
Managing underperformance isn’t just about fixing problems.
Managing performance overall is about creating a supportive environment. By addressing issues early, listening to your employees, and providing the right resources, you can help them thrive and strengthen your team in the process.
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.
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