Addressing performance issues is a difficult task and one that many managers would prefer to avoid altogether. However, the importance of handling poor performance early on should not be underestimated.
Unresolved performance issues can negatively impact team morale, productivity and even the success of the business as a whole. At the same time, handling these conversations insensitively can damage relationships and decrease motivation further.
Managers should aim to handle poor performance issues with tact and compassion to allow employees and the business to meet their full potential. In this guide, we’ll provide you with tips on managing poor performance effectively to find the best solution for everybody.
1. Understanding the Causes
Poor performance can arise for a variety of reasons. It’s important to look beyond the immediate issue and get to the root causes, which may include personal challenges, confusion about job expectations, inadequate training, lack of support or conflicts with colleagues.
Identifying the underlying causes will help you to respond more effectively to performance issues. Taking a step back and assessing the context allows you to provide more tailored support, moving the conversation away from blame and towards a constructive approach.
2. Timely Intervention
Dealing with performance issues promptly is crucial. When left unresolved, poor performance can not only affect individual productivity but also impact team dynamics, morale and overall business profits. Intervening in a timely manner helps prevent issues from escalating, creating a proactive rather than reactive culture within your organisation.
The first step in a timely intervention is often an informal conversation. Opening up a respectful and honest dialogue with the employee allows you to address the issue early and show genuine concern for their development. This is an opportunity to clarify your expectations, discuss any challenges and potentially resolve issues before they require more formal intervention.
3. Constructive Feedback
Delivering feedback constructively is one of the best ways to manage poor performance. Empathy and specificity are key when giving feedback – vague or critical feedback can damage morale, while clear, actionable feedback helps employees see a path forward.
One effective model for providing feedback is the SBI (Situation, Behaviour, Impact) approach, which breaks feedback down into three parts:
1. Situation – Describe the specific context in which the issue occurred.
2. Behaviour – Explain the behaviour that was observed.
3. Impact – Share the impact of the behaviour on the team, project or company.
Using the SBI model, managers can ensure feedback is constructive and goal-specific, encouraging employees to actively participate in their improvement. By implementing two-way communication and inviting the employee’s input, they are more likely to increase their commitment to improving their performance.
4. Performance Improvement Plan (PIP)
A structured Performance Improvement Plan (PIP) can help set clear and measurable goals for improvement. A PIP provides a structured approach to addressing gaps in performance, offering employees a chance to improve before more serious action is taken. Key elements of a PIP include specific objectives, timelines and resources needed to achieve each goal, all of which should be documented and discussed collaboratively.
A well-crafted PIP usually includes:
- Defined goals and performance metrics to measure improvement.
- Steps that outline what the employee needs to work on, with suggestions for training or resources that may support them.
- Regular check-ins to review progress, offer additional support and adjust the plan if necessary.
A PIP should be viewed as a form of support rather than a punishment, focusing on a mutual commitment to improvement. By setting clear expectations and monitoring progress, PIPs can help employees to regain their confidence and make positive contributions to the team.
5. Regular Performance Reviews
Reviewing performance regularly is essential for maintaining continuous improvement and preventing performance issues from escalating. Regular reviews provide an opportunity to assess progress, address ongoing challenges and celebrate achievements. By checking in regularly, managers can ensure employees are clear about their roles and expectations, helping to create a transparent work culture.
During performance reviews, it’s recommended that you:
- Provide constructive feedback that highlights both strengths and areas for improvement, encouraging growth.
- Set realistic objectives to ensure employees have clear, actionable goals.
- Offer opportunities to grow skills that align with both the individual’s interests and the company’s needs.
Performance reviews are essential in helping employees feel valued and aligned with company goals, especially within SMEs.
6. Motivating Underperforming Employees
Poor performance doesn’t always come from a lack of skill. If your employee is underperforming, it could be due to a dip in motivation. Understanding what drives employee engagement is essential to re-energise underperforming staff and guide them back towards productivity. This starts with recognising their strengths and interests and aligning these with their work.
Providing development opportunities, setting short-term rewards and encouraging open communication are among some of the most effective ways to motivate underperforming employees. By focusing on what motivates each employee, you can foster a renewed sense of purpose and engagement that drives better performance.
Support from The HR Department
We offer tailored solutions that help businesses address performance issues with confidence, fostering a culture of improvement and productivity. Our extensive team of experts is equipped with the knowledge to help you deliver effective performance management. Our services encompass every aspect of performance management, from identifying the root causes to implementing improvement plans and conducting regular appraisals.
With The HR Department, you’ll benefit from:
- Personalised support in developing improvement plans and monitoring progress.
- Training for managers on delivering constructive feedback, motivating underperforming employees and handling sensitive discussions.
- Compliance guidance to ensure all processes meet legal and ethical standards.
By working with The HR Department, your business will gain access to expert HR support tailored to your specific needs, allowing you to grow a high-performing team and a thriving workplace culture. Whether you’re looking to address isolated performance issues or create a performance management system, we’re here to support you every step of the way. Get in touch today to find out more about the support we can offer.