Managing an Underperforming Employee

Managing an underperforming employee is challenging for everyone involved—you, the team, and the employee.

Underperformance can arise from unwillingness, powerlessness, or incompetence. To handle this effectively, follow these steps:

Step 1: Identify the Type of Underperformance

First, determine the reasons for underperformance:

• Based on responsibilities
• Based on performance
• Due to external circumstances

Step 2: Initiate the Conversation

Next, have a conversation with the employee to address the underperformance. The employee might already be aware of the issue, but this isn’t always the case. Since this can be confrontational, approach it with care.

• Schedule a dedicated time for the discussion
• Choose a quiet, private location
• Be clear and direct in your message
• Allow the employee to express their emotions or provide feedback
• Take notes for future reference and document a step

3: Document the Conversation

For proper documentation and to ensure follow-through, record the conversation and any agreements made. This doesn’t need to be overly formal, however, should be documented:

• Mention during the conversation that it will be recorded and agreements noted
• Keep the tone light-hearted

Send an email summarizing the discussion and ask the employee to confirm or add any points.

Step 4: Set a Follow-Up Timeframe

Work on the agreed actions over the coming period. The employee might improve with awareness, support from you or others. Don’t write them off immediately. Agree on a reasonable and realistic timeframe for follow-up.

Conclusion:

Coaching an underperforming employee is difficult for many managers and employers. However, it is also a very important part for the optimal functioning of your team. If you have any questions about this, we would be happy to help. Contact us at support@mo-hr.nl