How to Improve Poor Employee Performance (+8 Actionable Strategies for Managers)
Poor employee performance is a challenge that every manager faces at some point. Addressing this issue effectively is crucial not only for the individual's growth but also for the overall success of the team.
Poor performance can manifest in various ways, such as consistently missing deadlines, producing subpar-quality work, or demonstrating a lack of commitment. Understanding and tackling these issues head-on with actionable strategies can make a significant difference.
This blog delves into practical steps and examples to help managers address and improve poor employee performance, ensuring a productive and motivated workforce.
Key Takeaways
- Concept of poor employee performance
- Examples of poor performance
- Actionable steps to deal with poor performance
- Causes of poor employee performance
What is Poor Employee Performance
Poor employee performance is a situation where an employee's work output fails to meet the established standards and expectations of their role.
This can manifest in various ways, including -
- Consistently missing deadlines,
- Producing subpar-quality work, or
- Demonstrating a lack of commitment to their tasks.
Additionally, poor performance may involve behavioral issues such as frequent tardiness, absenteeism, or conflicts with colleagues. Let’s have a look at some poor job performance examples.
Example 1: An employee who regularly misses project deadlines, despite having adequate time and resources, exemplifies poor performance.
Example 2: An employee who lacks the necessary skills to complete their tasks efficiently or consistently shows a negative attitude at work can be considered underperforming.
Understanding and identifying poor performance early is crucial for managers to implement effective performance management strategies to address and rectify these issues, ensuring the team’s overall productivity and morale remain high.
How To Deal with Poor Performance of An Employee
Addressing poor performance is a delicate yet essential aspect of management. Here are 8 steps managers can take to tackle poor employee performance, presented in a clear and actionable format divided into 4 categories:
Category 1: Diagnosis and Planning
1. Schedule Focused One-on-One Meetings
The first step in diagnosing poor employee performance is to initiate a private conversation with the underperforming employee to discuss their work.
Clearly define your expectations and goals for your employees and communicate openly. Use this opportunity to understand any ongoing challenges they might face that could hinder their performance.
For example, if an employee consistently misses deadlines, a one-on-one meeting can help uncover issues such as a lack of resources or personal difficulties.
2. Identify the Root Cause
A one-on-one meeting would be your best bet to identify the root cause of where the employee is lacking. Determine whether the performance issue stems from a lack of skills, miscommunication about expectations, personal issues, or other factors.
Actively listen and gather information to understand the underlying reasons behind their performance problems.
For instance, if an employee is struggling with their tasks due to insufficient training, identifying this can help you address the gap effectively.
You can also implement the 5 WHYs method of problem-solving to find out the root cause of any problem. The Five Whys method was originally created by Sakichi Toyoda, the founder of Toyota Industries. It became a fundamental practice within Toyota Motor Corporation and remains widely utilized today.
The Five Whys (5 Whys) is a problem-solving technique designed to uncover the underlying cause-and-effect relationships behind specific problems. The main objective is to identify the root cause of a defect or issue by repeatedly asking the question "Why?".
Once you have identified the root cause, the next step is to focus on coaching and developing the employee's skills and capabilities to improve their performance.
Category 2: Coaching and Development
3. Develop a Personalized Development Plan
Collaborate with your employees to create a development plan with specific, measurable goals for improvement.
This plan should outline the resources available to support the employee, such as training programs, mentorship opportunities, or additional tools they might need.
For example, a sales employee struggling with closing deals might benefit from advanced sales training or pairing with a senior mentor.
4. Provide Targeted Coaching and Feedback
Offer specific guidance by breaking down tasks and highlighting areas for improvement. Regularly provide feedback to help employees develop the necessary skills and encourage their growth.
This coaching approach empowers the employee to make meaningful progress.
For instance, weekly feedback sessions can help employees refine their techniques and build confidence in their abilities.
With a clear development plan in place, recognizing and rewarding progress is crucial to maintain motivation and reinforce positive changes.
Category 3: Implement Rewards and Recognition
5. Recognize Achievements
Acknowledge the employee's efforts and celebrate milestones, both big and small, to maintain their motivation and keep them on track.
You can also utilize employee recognition platforms and implement a per-to-peer recognition program to make it accessible for all employees.
Source: Vantage Rewards
Regular recognition can boost morale and encourage continued improvement.
For example, a simple "Employee of the Month" award or public acknowledgment in team meetings can go a long way.
6. Consider Incentivizing Your Recognition Program
Explore the possibility of implementing recognition programs with performance-based incentives. These can further motivate employees and reward their progress, fostering a positive work environment.
For instance, offering a bonus for achieving specific performance targets can incentivize employees to strive for excellence.
Source: Vantage Rewards
To ensure the recognition efforts are sustained, continuous monitoring and regular evaluations are necessary.
Category 4: Monitoring and Evaluation
7. Schedule Regular Check-Ins
Once all the steps are checked, it is important to maintain open communication through ongoing meetings to track the employee's progress on their development plan. Use these check-ins to address any new challenges and offer continued support.
For example, bi-weekly meetings can help keep the employee focused and address any issues promptly.
You can also take the help of an employee performance survey to collect employee feedback concerning their performance, experiences, and perceptions within an organization.
8. Performance Reviews
As you continue the evaluation process, assessing the employee's overall progress toward their goals is essential. Utilize performance reviews as opportunities to provide constructive feedback.
Simultaneously, be prepared to adjust the development plan, if necessary, based on these reviews.
For instance, if an employee exceeds expectations, you might set more advanced goals to further their development.
After monitoring and evaluating the progress, it's time to decide on the next steps to ensure continuous improvement or address any remaining issues.
Recommended Resource: How To Track Employee Performance: Importance and Free Template
Beyond the Basics: An Additional Step for Success
Based on the evaluation, decide the appropriate course of action. This could include -
- further development opportunities,
- continued monitoring, or,
- if necessary, more serious measures such as reassignment or termination.
For example, if an employee has shown significant improvement, you might consider promoting them or giving them more responsibilities. Conversely, if there has been little to no improvement, it might be necessary to consider other options.
So far, we have understood how to deal with poor employee performance. Now, let’s have a look at some common causes of poor job performance.
Causes of Poor Performance
Understanding the root causes of poor performance is crucial for effectively addressing and rectifying the issues. Here are some common causes of poor employee performance:
1. Lack of Motivation
One of the primary reasons for poor performance is a lack of motivation. Employees may feel disengaged or undervalued, which can lead to decreased productivity and commitment.
Example: A sales team member who used to close deals efficiently may start underperforming due to a lack of recognition and rewards for their hard work, leading to decreased motivation and effort.
2. Insufficient Training and Development
Employees may not perform well if they lack the necessary skills or knowledge required for their role. Without proper training and development opportunities, they may struggle to meet expectations.
Example: An IT specialist who hasn't received training on the latest software updates might make errors or take longer to complete tasks, resulting in poor performance.
3. Absence of Clear Expectations
When employees are unclear about their roles and responsibilities, it can lead to confusion and mistakes. Clear communication about expectations and goals is essential for maintaining high performance levels.
Example: A project manager who is not provided with clear project goals and deadlines may fail to deliver projects on time, impacting the team's overall performance.
4. Personal Issues
Personal problems, such as family issues, health concerns, or financial stress, can significantly impact an employee's work performance. It's important for managers to be empathetic and supportive in such situations.
Example: An employee going through a difficult divorce might be distracted and unable to focus on their work, leading to decreased productivity.
5. Poor Leadership and Management
Ineffective leadership can demotivate employees and lead to poor performance. Managers who fail to provide adequate support, feedback, or recognition can create a negative work environment.
Example: A team leader who rarely provides constructive feedback or acknowledges achievements can cause team members to feel undervalued and uninspired to perform well.
6. Misalignment with Job Role
Sometimes, an employee's skills and interests may not align with their job role, leading to poor performance. Ensuring the right fit for the right role is crucial for optimal performance.
Example: A creative individual working in a highly structured and monotonous job may feel unfulfilled and underperform as a result.
In The End
Managing poor employee performance requires a thoughtful and structured approach. By diagnosing the root causes, providing personalized coaching and development plans, recognizing achievements, and maintaining regular check-ins, managers can turn performance issues into opportunities for growth and improvement.
Remember, the key is to address these challenges proactively and with empathy, fostering a supportive environment where employees can thrive. By taking these steps, not only can you enhance individual performance, but you can also drive overall team success and productivity.
This article was co-authored by Nilotpal M Saharia and Mrinmoy Rabha, who work as content marketers at Vantage Circle. For any queries reach out to editor@vantagecircle.com.
