How to Handle Poor Performance - Organizing Your Discussion

Copyright (c) 2009 Pat Brill

As a manager, you may spend significant time managing employees, specifically evaluating and handling employee performance. This is a challenging aspect of your job, especially since you have business deliverables demanding your attention as well.

There are three steps to help you deal with performance or behavior issues. I've taken each part and created a different article to develop each area.

Part 1: Organizing the Discussion

Part 2: Managing the Performance

Part 3: Final Decision

If your job as manager is to coach and motivate your team for high performance levels, how do you deal with the poor performer? Performance issues revolve around two distinct issues:

**Performance - What the employee is doing

**Behavior - How the employee does their work

Both are equally important in evaluating the overall performance of an employee. Though an employee may be executing the work correctly, if they are negative, their behavior is affecting the work environment.

==>Your role as manager:

**Is to define the work,

**Insure that the employee is properly trained and capable to perform his or her responsibilities,

**Find out what motivates them **Keep an eye on the performance levels

You are not responsible for doing the employee's work...that's their job.

The most effective managers deal with behavioral and performance issues by coaching the employee. In most cases, there is a reason underlying the negative behavior or decreased performance, particularly if the employee in question has a good record.

==>Organizing the Discussion

Though this is an obvious first step, many managers are reluctant to approach the employee around their performance. It can sometimes be difficult to speak with an employee, especially if you have any of the following concerns:

**that the employee may react defensively;

**that the current labor market is tight; or

**that the issue seems minor and mentioning it could de-motivate your employee.

Since most employees want to contribute effectively to the business, you have to bring performance or behavior issues to their attention. Do it sooner....rather than later. It's so much easier to change an employee's performance early on, otherwise the performance becomes embedded and more resistant to change. So do some homework first.

==>Questions to Ask When Facing a Performance Problem

**Is the performance or behavior issue minor and you just need to coach them how to correct the problem? This is appropriate with a new employee.

**Is the substandard performance a pattern or a recent development? If recent, probe into the reasons for the current level of performance. If the issue is personal, recommend that the employee contact your Human Resources representative for potential resources to help them with their specific issue. If you don't have a HR Department, ask the employee what they need to boost their performance during this challenging time. If the solution is doable for you, this is perfect time to show the employee that you are willing to work with them.

**Special note regarding personal issues...depending on your company's size some personal issues are protected by the law. Check with legal or HR before finalizing your decision.

**Have similar events occurred in the past? Has the employee been counseled previously on the issue in question or on a similar issue?

**Does the employee have the necessary skills, knowledge, abilities and temperament to do the job?

**Has the employee received adequate training, guidance and feedback?

**Has there been a change in the workload volume, increase in stress, staffing shortages, or any other changes that may be affecting performance for this employee?

**Are system barriers beyond the employee's control contributing to the performance problems?

**Does the employee have the proper tools, equipment, support and work environment?

**Is this an "attitude" issue? An employee with an attitude problem can be a challenge for a manager. Their behavior is frustrating and if they are performing, you may be reluctant to speak with them about it. Some behaviors managers have experienced: employees sighing, rolling their eyeballs, making negative comments or challenging a request. Deal with it immediately!

If you had a separate file on each person, adding both high performance as well as work issues, you will find this task easier and will feel more comfortable in talking with your employee.

When you have prepared for your discussion with the employee, you are calmer and more confident about interacting with the employee effectively. This is a great first step to bringing about change with each of your team members.