How should I handle underperforming team members?

[WORLD] As a manager or team leader, dealing with low performers can be one of the most challenging aspects of the job. While it's natural to want your entire team operating at peak efficiency, the reality is that performance issues will inevitably arise. Learning how to effectively address and manage low performers is a critical leadership skill that can make or break team morale and productivity.

Before diving into strategies for dealing with low performers, it's important to understand what constitutes low performance and some common causes:

Defining Low Performance

Low performance generally refers to an employee who is consistently failing to meet the basic expectations and requirements of their role. This could manifest as:

• Missing deadlines or targets
• Producing low quality work
• Lack of initiative or engagement
• Negative attitude affecting team morale
• Excessive absenteeism

Common Causes of Low Performance

There are many potential reasons an employee may be underperforming:

• Lack of clear expectations or goals
• Insufficient skills or training
• Personal issues outside of work
• Poor job fit
• Low motivation or burnout
• Health problems

As a manager, it's crucial to approach the situation with empathy and seek to understand the root cause before taking action.

Strategies for Addressing Low Performance

Once you've identified a low performer on your team, here are some key strategies for addressing the issue:

Have a Direct Conversation

The first step is to have an open, honest conversation with the employee about their performance. Approach it as a two-way dialogue rather than just delivering criticism.

As Muriel Wilkins notes, "Your responsibility as a manager is to be clear about what the behavior is that you're seeing, so what the feedback is, as concretely and specifically as possible. That's number one. And number two, be very clear about what your expectations are."

Be specific about where they are falling short and what your expectations are going forward. Give them a chance to share their perspective as well.

Set Clear Goals and Expectations

Often, low performance stems from a lack of clarity around job responsibilities and expectations. Take time to clearly outline:

• Key performance indicators (KPIs)
• Quality standards
• Deadlines and timelines
• Behavioral expectations

Put these in writing and have the employee acknowledge them. This creates accountability and eliminates ambiguity.

Provide Additional Support and Resources

Sometimes employees simply need more support to succeed. This could include:

• Additional training
• Mentoring from a high performer
• New tools or technology
• Adjusting workload or responsibilities

Ask the employee what resources would help them improve and do your best to provide them.

Create a Performance Improvement Plan

For more serious or persistent performance issues, putting together a formal performance improvement plan (PIP) may be necessary. A PIP should include:

• Specific performance goals
• Timeline for improvement
• Regular check-ins and feedback
• Consequences if goals aren't met

Be sure to document everything in writing. This creates a paper trail in case further action is needed down the road.

Consider Job Fit

In some cases, an employee may simply be in the wrong role for their skills and abilities. Have an honest discussion about whether a different position within the company might be a better fit. If not, it may be time to have a conversation about whether this is the right organization for them long-term.

Know When to Let Go

While it's important to give employees a chance to improve, there comes a point where continued low performance becomes detrimental to the entire team. If you've made repeated efforts to support the employee with no improvement, termination may be the best option for all involved.

Motivating and Engaging Low Performers

Beyond addressing specific performance issues, there are strategies managers can use to boost motivation and engagement among low performers:

Provide Regular Feedback

Don't wait for formal reviews to give feedback. Make it an ongoing conversation. Recognize improvements, no matter how small, to build confidence and momentum.

Connect Work to Purpose

Help employees see how their work contributes to larger team and organizational goals. Understanding the "why" behind tasks can be motivating.

Offer Growth Opportunities

Provide chances for skill development and career advancement. This shows investment in the employee's future with the company.

Foster a Positive Team Culture

Create an environment where employees feel supported and valued. This can boost morale and motivation across the team.

Lead by Example

Model the work ethic, attitude, and performance level you expect from your team. Your energy and commitment will set the tone.

Challenges in Managing Low Performers

Dealing with low performers isn't always straightforward. Here are some common challenges managers face:

Defensiveness and Lack of Self-Awareness

Some employees may become defensive when receiving feedback or lack self-awareness about their performance issues. As Moe notes in the HBR podcast:

"My big challenge with him when we are having discussion about performance or about issues is the defensive way he's talking about the accountability that, always, when we're talking about an issue happened or a gap, that this issue or gap will be just thrown on someone."

In these cases, it's important to remain calm and focus on specific, observable behaviors rather than making judgments about the person's character or intentions.

Impact on Team Morale

Allowing low performance to continue unchecked can negatively impact the rest of the team. High performers may become resentful or demotivated if they feel they're picking up the slack for others.

Time and Resource Constraints

Managing low performers takes significant time and energy that could be spent on other priorities. It's a balancing act to provide the necessary support while still meeting team goals.

Legal and HR Considerations

When dealing with performance issues, it's important to follow proper procedures and documentation to protect both the employee and the organization. Consult with HR on best practices.

Preventing Low Performance

While addressing low performance is important, preventing it in the first place is even better. Here are some proactive strategies:

Hire Right

Take time to thoroughly vet candidates and ensure they have the skills and cultural fit for the role. A strong hiring process sets the foundation for high performance.

Onboard Effectively

Provide comprehensive onboarding to set new hires up for success from day one. This includes clear expectations, training, and integration into the team.

Ongoing Training and Development

Invest in continuous learning opportunities for all employees to keep skills sharp and prevent stagnation.

Regular Check-ins

Don't wait for annual reviews. Have frequent 1-on-1s to discuss performance, provide feedback, and address any issues early.

Create a Culture of Accountability

Foster an environment where all team members take ownership of their work and results. This mindset helps prevent low performance from taking root.

Dealing with low performers is never easy, but it's an essential part of effective leadership. By approaching the situation with empathy, clear communication, and a focus on improvement, managers can often turn things around. And when improvement isn't possible, having the courage to make tough decisions for the good of the team is equally important.

Remember the words of Muriel Wilkins: "You can't motivate someone who is not open to be motivated." As a leader, your job is to provide the support, resources, and accountability needed for success. But ultimately, the employee must be willing to put in the work to improve.

By implementing these strategies and maintaining a balanced approach, you can create a high-performing team where everyone is empowered to do their best work.