Performance below expectations
Addressing underperformance with an employee can be challenging, but it's essential for their growth and the success of the team. Here's how to handle this situation constructively:
Preparation:
Gather Evidence: Document specific examples of underperformance, including missed deadlines, incomplete tasks, or substandard work quality. Use objective data whenever possible.
Review Expectations: Ensure the employee clearly understands their performance expectations and any relevant goals or targets.
Plan the Conversation: Prepare talking points, focusing on specific behaviors and their impact, not personal attacks. Be ready to offer solutions and support.
Schedule a Formal Meeting:
Choose a Private Setting: Conduct the conversation in a private meeting room to maintain confidentiality and respect.
Inform the Employee in Advance: Clearly state the purpose of the meeting, allowing the employee to prepare and potentially bring a support person if desired.
During the Conversation:
Be Direct and Specific: Start by clearly stating that the meeting is to discuss performance concerns. Refer to specific examples and their impact on the team or clients.
Use "I" Statements: Focus on your observations and the impact of the behavior, rather than blaming or accusing the employee. For instance, say "I've noticed..." instead of "You always..."
Actively Listen: Allow the employee to express their perspective and concerns. Listen empathetically and try to understand any underlying challenges or obstacles they may be facing.
Focus on Solutions: Collaboratively develop a performance improvement plan with clear goals, timelines, and support measures. Emphasize your willingness to help the employee succeed.
Set Expectations: Clearly communicate the consequences of continued underperformance.
Follow-Up:
Document the Conversation: Record the key points discussed, the agreed-upon plan, and any commitments made.
Provide Regular Feedback: Schedule regular check-ins to monitor progress, offer support, and address any challenges.
Recognize Improvements: Acknowledge and celebrate any positive changes or achievements.
Reassess Performance: If performance doesn't improve despite support and guidance, further action may be necessary, in line with company policies.
Additional Tips:
Focus on Behaviour, Not Personality: Avoid generalizations or personal attacks. Criticize the action, not the person.
Stay Calm and Professional: Maintain a calm and respectful tone throughout the conversation. Avoid getting emotional or defensive.
Offer Support and Resources: Show genuine care for the employee's well-being and development. Provide resources or training opportunities if needed.
Be Consistent and Fair: Ensure your approach to addressing underperformance is consistent across your team, avoiding any perception of favoritism.
Remember:
The goal is to help the employee improve their performance, not to punish or demoralize them.
Approach the conversation with empathy, clarity, and a focus on finding solutions.
By addressing underperformance constructively, you demonstrate your commitment to the employee's success and contribute to a positive and productive work environment.