Posted by Robert Half on 21 June 2013
Questions to consider before speaking with your underperforming employee
One of a manager’s toughest tasks is telling an employee that his/her performance is below expectations. However, acknowledging the role you play in this person’s success is crucial to setting the stage for constructive discourse — and for motivating the employee to excel in the future. Look carefully at your own actions as a manager and how these actions might have contributed to your team member’s lacklustre performance.
Before meeting with your employee, ask yourself these four questions:
1. Have you been giving clear direction?
Whether the employee is falling short on a specific project or on his/her everyday responsibilities, the root cause could be that he doesn’t know what you expect from him in terms of performance.
If it’s a project, did you give clear instructions from the onset? For day-to-day duties, is the employee’s performance being assessed using an accurate, up-to-date description of his role? Also, have you set specific milestones for growth and achievement?
2. Are you offering enough big-picture details?
Even if you believe you’ve thoroughly communicated expectations for deliverables and deadlines, your employee may be floundering because he/she is unable to visualise how their work affects the company as a whole.
If the employee understands how a particular assignment fits into a new business initiative for the firm, for example, he/she may be motivated to strive harder to deliver good work on time.
3. Have you been quick to address performance problems?
If you noticed or otherwise were informed that the employee’s performance was slipping, did you take immediate action? It’s not uncommon for managers to wait until a staff member’s annual review — or until a serious issue, such as a complaint from a client, arises — to discuss performance issues in depth.
This is a big mistake: Timely feedback and reinforcement of expectations makes all the difference in keeping an employee who is starting to lose direction from completely veering off course.
4. Are your demands reasonable?
If a worker is not meeting expectations, he/she may have too much on their plate. Consider whether you’re inadvertently undermining his/her ability to meet deadlines and deliver quality work because you keep adding to the to-do list.
Sometimes, an employee’s performance decline can be attributed to a boss who is often unavailable or seems unapproachable. Try to create an office environment where your staff members know they can have an open dialogue with you and explore solutions to problem.
When you do meet with employees to discuss performance issues, focus on developing strategies to help them succeed, and let them know you support them. The outcome of your conversation should be: “Here’s how we can do better going forward.”