As a manager, ensuring your team's optimal performance is a top priority. However, you may encounter situations where an employee's performance falls below expectations. In such cases, addressing the issues effectively is crucial for maintaining both productivity and employee satisfaction. Recruitment specialist Robert Walters guides you through actionable steps to handle poor performance in your team while fostering a positive work environment.
Identifying the problem
To address poor performance, you first need to identify it. This requires having clear performance measures or standards in place. By setting realistic targets, using detailed job descriptions, quality controls, or competency frameworks, you can objectively evaluate an employee's performance against the desired outcomes. Regular performance reviews and transparent communication with your team are vital to ensure that everyone understands their role and what’s expected of them.
Actionable Tips:
- Ensure clarity of job roles and responsibilities
- Implement measurable performance indicators
- Schedule regular appraisals and feedback sessions
Understanding the causes
Once you've identified performance issues, the next step is to determine their underlying causes. There are various factors that could contribute to underperformance, such as a lack of skills, disengagement with the role, personal or health issues, or inadequate resources. Taking the time to understand the specific cause will help you customize your support and provide the right solutions.
Key Considerations:
- Have a candid discussion with the employee to understand the problem
- Consider external factors like health or personal circumstances
- Evaluate whether the issue stems from skill gaps or resource limitations
Setting clear targets for improvement
When addressing poor performance, it is essential to start with an informal meeting. During this meeting, discuss with the employee the areas where their performance is declining and mutually agree upon specific goals and targets. Be clear and concise about your expectations and establish a review date to assess progress.
Steps to Take:
- Hold a constructive meeting to discuss performance gaps
- Mutually agree on realistic, measurable goals
- Set a timeline for progress review and evaluation
Monitoring progress
At the agreed review date, assess the employee’s progress against the established goals. If there has been significant improvement, acknowledge and celebrate their efforts with positive reinforcement. If progress is partial but not yet sufficient, provide constructive feedback on the areas that still need attention and collaboratively set new goals with a clear plan for continued improvement.
Ensure that follow-up reviews are scheduled regularly to maintain momentum and track ongoing progress. Offering guidance and support throughout the process will help the employee stay focused on their development and encourage a lasting improvement in performance.
Actions to Implement:
- Acknowledge improvements and reinforce positive behaviour
- Provide specific feedback on areas needing improvement
- Set new goals and establish ongoing reviews to ensure sustained development
Final resort: disciplinary procedures
If, despite your efforts, performance does not improve, it may be necessary to resort to disciplinary measures. Ensure that you’ve provided sufficient opportunities for improvement and followed a fair process. Dismissal should typically be considered only as a last resort after all other options have been exhausted.
Key Guidelines:
- Document all performance-related discussions
- Provide multiple fair chances for improvement before considering dismissal
- Follow your organization’s formal disciplinary procedures
Handling poor performance is a delicate but essential responsibility as a manager. Open communication, continuous feedback, and regular performance reviews are key to preventing long-term issues and ensuring your team thrives.
With a fair and consistent approach, you'll not only improve individual performance but also strengthen the overall team dynamic.
Find out more
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