Underperformance in the workplace is when an employee fails to meet the expected standards of their role, whether by not completing tasks as required, missing deadlines, or displaying behaviours that negatively affect the team. It can start in various ways, from a decline in work quality to more subtle signs like disengagement or poor collaboration. Recognising and addressing underperformance early on is crucial, not only for the employee's development but also for the overall productivity and morale of the team.
Effective management requires being perceptive to changes in employee behaviour and performance. Some tell-tale signs of underperformance include:
• Reduced output or quality of work: A noticeable decline in the standard or quantity of work produced.
• Recurrent tardiness or absenteeism: Regular lateness or frequent absences can indicate disengagement.
• Dissociation from tasks and responsibilities: A lack of ownership or interest in assigned duties.
• Decreased interaction with colleagues: Withdrawal from team activities or reduced communication.
Identifying these signs early allows you to take proactive steps to support the employee before the issue escalates.
1. Acknowledge the Problem
The first step is to recognise that a problem exists. Document specific examples of where the employee's performance has not met expectations, noting any behaviours that have contributed to the issue. It's important to involve your HR department at this stage to ensure that any actions taken are fair and consistent with company policy.
2. Reiterate Job Expectations
Once you’ve identified the problem, it’s essential to clarify the employee's responsibilities and expectations. Sometimes underperformance stems from a misunderstanding of what is required. Ensure that the employee is clear about their role, the standards they need to meet, and where they have fallen short. This can prevent any confusion and set a clear baseline for improvement.
3. Develop a Joint Action Plan
Engage the employee in a constructive discussion about their performance. The goal is to understand the root cause of the issue—whether it’s a lack of skills, motivation, or external factors. Together, create an action plan that outlines:
• Specific improvement goals: What needs to change and by when.
• Support and resources: What the company can provide to help, such as additional training, mentoring, or adjustments to their role.
• Consequences: The potential outcomes if the performance does not improve.
Involving the employee in this process helps them feel supported and gives them a sense of ownership over their development.
4. Regular Check-Ins and Follow-Ups
Improving performance is a process that requires time and ongoing support. Schedule regular meetings to review progress, discuss any challenges, and adjust the action plan if necessary. These check-ins are an opportunity to provide encouragement and ensure the employee stays on track.
5. Recognise Progress
As the employee starts to improve, acknowledge their efforts. Positive reinforcement can boost their confidence and motivation. Be specific in your praise, highlighting what they have achieved and the positive impact it has had on the team or company. This not only reinforces the desired behaviours but also strengthens the relationship between you and the employee.
• Avoidance: Don’t shy away from addressing performance issues because of discomfort. Delaying the conversation can make the problem worse and harder to resolve later on.
• Disciplinary Action as a First Response: Treat initial underperformance as an opportunity for development, not as a disciplinary matter. Use positive, constructive language and focus on improvement rather than punishment.
• Overlooking Stress and Anxiety: Performance issues can be stressful for employees. Maintain open communication, show empathy, and provide support to alleviate any anxiety they may feel during this process.
Underperformance doesn’t have to be a negative experience. With the right approach, it can become an opportunity for growth, both for the employee and the organisation. By recognising the signs early, communicating clearly, and offering the necessary support, employers can help their employees get back on track, ultimately leading to a more engaged and productive workforce.
