As a leader, you’ve probably faced the challenge of poor work performance. It’s not easy, but it’s a crucial part of your job. I’ve been there, and I know how tough it can be.
But don’t worry, we’re going to tackle this together.
Poor performance doesn’t just happen. There’s always a reason behind it. Your job is to find that reason and help your team member improve. It’s not about pointing fingers; it’s about finding solutions.
In this article, I’ll share some tried-and-true methods to address poor performance. We’ll look at how to:
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Identify the Problem
As a leader, your first job is to figure out what’s really going on. I’ve learned that poor performance isn’t just about laziness. There’s usually more to the story.
Step 1: Observe Closely
Start by watching closely. Look for signs like missed deadlines, sloppy work, or conflicts with coworkers. These can tell you a lot.
But don’t stop there. What you see isn’t always the whole picture.
Step 2: Have a One-on-One Chat
I always make time to talk with the person one-on-one. Ask them how they’re doing. Find out if anything’s getting in their way. You might be surprised by what you learn.
Remember, everyone’s different. What looks like poor performance could be a cry for help or a sign that something needs to change.
Step 3: Ask Yourself Key Questions
Here are some questions I ask myself:
- Does the person have the right skills for the job?
- Do they understand what’s expected of them?
- Are they facing challenges outside of work?
- Is the work too easy or too hard for them?
Step 4: Dig Deeper
By taking time to understand the problem, you’re already on your way to fixing it. Trust me, this step is worth it. It helps you make real changes that work for both the person and your team.
One tool I love to use is the 5 Whys technique. It’s simple but powerful. Here’s how it works:
- Start with the problem you see.
- Ask “Why?” five times to get to the root cause.
Let me give you an example:
- Why is John missing deadlines? Because he’s always rushing at the last minute.
- Why is he always rushing? Because he’s not starting tasks early enough.
- Why isn’t he starting early? Because he’s unsure how to begin complex projects.
- Why is he unsure? Because he hasn’t received training on project planning.
- Why hasn’t he received training? Because we assumed he already knew how to do it.
See how we got from missed deadlines to a need for training? That’s the power of asking “Why?”
I’ve found this method helps me look past the surface and find real solutions. It turns judgment into curiosity. And that’s exactly what we want.
Your goal isn’t to judge. It’s to help. Keep that in mind as you dig into the problem. You’re not just fixing performance, you’re helping someone grow.
Step 5: Consider Different Perspectives
Put yourself in their shoes. Think about how you’d feel if you were struggling. This can help you approach the situation with empathy.
I’ve found that sometimes, what looks like a performance issue might be a sign of a bigger problem. Maybe your team processes need updating. Or perhaps the person needs a new challenge.
Step 6: Gather Feedback from Others
Talk to other team members who work closely with the person. They might have insights you don’t. Just be careful not to gossip or break trust.
Common Root Causes of Poor Performance
I’ve seen lots of reasons why people might not perform well. Let’s talk about some common causes I’ve come across.
Lack of Clear Goals
Sometimes, people struggle because they don’t know what’s expected of them. I always make sure to set clear goals. It helps everyone stay on track.
Skill Gaps
I’ve found that some folks might not have the right skills for their job. It’s not their fault. Maybe they need more training or a different role.
Personal Issues
Life can be tough. Problems at home, health issues, or stress can affect work. I try to be understanding when this happens.
Poor Fit
Sometimes, a person just isn’t the right fit for their role. Their strengths might be better used elsewhere. It’s our job to spot this and help them find a better fit.
Lack of Motivation
I’ve seen people lose their spark when they don’t see the purpose in their work. It’s crucial to help them connect their tasks to the bigger picture.
Burnout
Working too hard for too long can lead to burnout and lowered morale. I keep an eye out for signs of exhaustion in my team.
Workplace Conflicts
Arguments with coworkers can cause employees to underperform. I always try to address these issues quickly and fairly.
Outdated Processes
Sometimes, it’s not the person, it’s the process. Old or clunky ways of doing things can slow anyone down.
Remember, everyone’s different. What causes poor performance in one person might not affect another. That’s why it’s so important to look at each case individually.
Have Honest Conversations
Don’t just wait until performance reviews to have these conversations. Once you’ve identified the performance problem, it’s time to talk. I know these conversations can be tough, but they’re crucial. Trust me, I’ve had my share of them.
Start by setting the right tone. Be calm and caring, not angry or blaming. Your goal is to help, not punish.
I always begin with something positive. Maybe they’re great with customers or have awesome ideas. This helps them feel valued.
Then, get to the heart of the matter. Be clear about what’s not working. Use specific examples. Don’t sugarcoat things, but be kind.
Here’s an approach I’ve found helpful:
“John, I’ve noticed you’ve missed the last three deadlines. Is everything okay? I’m worried this might affect the team’s work. Let’s figure out what’s going on and how we can fix it.”
Listen to their side of the story. They might share something you didn’t know. Maybe they’re struggling with a personal issue or feeling overwhelmed.
Ask them what they think would help. You might be surprised by their insights.
Be open to feedback, too. Sometimes, the problem might be on your end. Maybe they need more training or clearer instructions.
End the conversation with clear expectations and a plan. Set clear goals and decide how you’ll follow up. This gives them a path forward and shows you’re committed to their success.
These talks aren’t easy, but they’re worth it. They can turn things around and make your team stronger. And that’s what leadership is all about.
Set Clear Goals
Now that you’ve had an honest talk, it’s time to set some goals. I’ve found that clear goals can turn things around fast.
I always start by asking the team member what they think they can achieve. This gets them involved and shows you value their input.
Make sure the goals are SMART:
- Specific: What exactly needs to happen?
- Measurable: How will you know it’s done?
- Achievable: Is it possible to do?
- Relevant: Does it matter to the job?
- Time-bound: When does it need to be done?
Here’s an example:
“Let’s aim to finish all reports by Friday at 5 PM for the next four weeks.”
Write down the goals. This makes them real. I like to give a copy to the team member and keep one for myself.
Remember, everyone’s different. What works for one person might not work for another. Be ready to adjust the goals if needed.
Check in regularly. Don’t wait until the deadline to see how things are going. I usually touch base once a week.
Setting clear goals isn’t just about fixing problems. It’s about helping people grow and succeed. And when your team succeeds, you succeed too.
Provide Support and Resources
Once you’ve set goals, it’s time to give your team member the tools they need to succeed. I’ve learned that support can make all the difference.
Think about what they need to improve. Is it training? New tools? More time? Everyone’s needs are different.
I always start by asking, “What can I do to help you reach these goals?” This shows you’re on their side and want them to win.
Sometimes, the answer is simple. Maybe they need a quiet place to work or a new software program. Other times, it might be more complex, like mentoring or extra training.
Here are some ways I’ve supported team members:
- Paired them with a mentor
- Sent them to workshops or conferences
- Gave them time to learn new skills
- Adjusted their workload
- Provided better tools or equipment
Remember, support isn’t just about giving things. It’s about being there. Check in regularly. Ask how they’re doing. Offer encouragement when things get tough.
Be patient. Change takes time. I’ve seen people make amazing turnarounds when given the right support.
Providing support isn’t just about fixing problems. It’s about helping people grow and reach their full potential. And when your team shines, you shine too.
Follow Up and Celebrate Progress
After setting goals and providing support, it’s crucial to keep tabs on how things are going. I’ve found that regular check-ins make a world of difference.
Set up a schedule for follow-ups. I like to do this weekly or bi-weekly, depending on the situation. This shows you care and helps catch any issues early.
During these check-ins, ask open-ended questions like:
- “How are you feeling about your progress?”
- “What’s working well for you?”
- “Where are you facing challenges?”
Listen carefully to their answers. Sometimes, what they don’t say is just as important as what they do.
I always make sure to celebrate progress, no matter how small. Did they meet a deadline? Great! Finished a tricky task? Awesome! These wins matter.
Celebrating doesn’t have to be big. A simple “Great job!” or a quick email to the team can go a long way. It’s about recognizing effort and improvement.
Remember, everyone likes to be appreciated in different ways. Some people love public praise, while others prefer a quiet word of thanks. Get to know what works for each person.
If things aren’t improving, don’t get discouraged. It might be time to revisit your goals or try a different approach. Every setback is a chance to learn and grow.
Keep the big picture in mind. Progress isn’t always a straight line. Sometimes, it’s two steps forward, one step back. That’s okay.
Following up and celebrating progress isn’t just about checking boxes. It’s about building confidence, motivation, and a culture of growth. When you do this, you’re not just solving problems, you’re creating a team that can tackle any challenge.
What About Employees That Don’t Come Around
Managing poor work performance isn’t easy, but it’s a crucial part of being a leader. I’ve found that with the right approach, many employees can turn things around.
But let’s be real. Sometimes, despite our best efforts, things don’t improve. It’s tough to admit, but not every employee can be saved.
I’ve had employees that I tried everything, given it time, but the performance just didn’t get any better. What then?
First, make sure you’ve documented everything. Keep records of your conversations, goals set, and progress (or lack of it).
Next, talk to your HR team. They can guide you on the next steps and make sure you’re following company policy.
Sometimes, the kindest thing is to help the employee find a role that’s a better fit. This might be in another department or even outside the company.
If it comes to termination of the employee, be honest and respectful. Explain why, and if possible, offer help with their job search.
Remember, your job as a leader is to do what’s best for the team and the company. Sometimes that means making tough decisions.
In the end, managing poor performance is about helping people succeed. Whether that’s in their current role or somewhere else, your goal is to bring out the best in people.
Stay focused on your purpose as a leader. Keep learning, keep growing, and keep leading with empathy and honesty. You’ve got this!
