02 Aug 2023
A client of ours approached us for general advice when faced with under-performing staff. Aside from a few current issues, they wanted to know what they should be doing longer term so that the occasions where formal action is needed are few and far between.
It can be difficult to realise that you have staff who aren’t performing their duties to the best of their abilities and it can be worrying to think that you will have to deal with this at some point in the relatively near future.
Our advice? Read on...
1. Reward Employees for a Job Well Done
First and foremost, employees need to feel that they are appreciated for what they achieve. Rewarding for good performance will boost morale and motivation, and will also encourage other employees to aim for the same standards. Bear in mind that reward isn't just about hard cash - you should always directly express your appreciation for what they've done for your organisation.
One of the most wretched feelings that any worker can have is that they have worked really hard on something and their efforts just aren’t appreciated at all by their line managers and bosses at the company. This is something that can give rise to bad feeling and a desire to leave for somewhere else that they will be appreciated for what they do.
We know someone who was in this position and was working incredibly hard, only to be told by their boss that they had to pull their socks up and work harder. It turned out that their boss had misunderstood the work statistics and that this person was already consistently the hardest worker in their office. They lasted another six months and then moved on from that workplace.
2. Be a Visible Leader
Employees need to see and interact with you - it's a proven fact that the right level of contact with employees covering supervision, support, and concern for them and their work, will help them realise you are serious about what you do. It will also help them to understand what you want and what you expect to see from them, and this will help to fulfil their need for assurance that you are happy with their work.
3. Draw a Line in the Sand
Where performance just isn't up to scratch, sometimes all it takes is for you to say 'you are falling short of requirements' to have the desired effect. If employees wander from day to day oblivious to how badly they are doing, a quick informal word from you will make them realise there could be implications if they don't improve. Nobody wants the threat of performance management action hanging over them. Once they realise you have an issue, you will usually see a dramatic improvement if they are actually capable of making that improvement.
This is the best and quickest way to resolve the situation and if you can have that quiet conversation without making a big fuss about it and causing embarrassment amongst their colleagues this is always the best way to proceed.
If they are able to make the level of improvement without the need of further steps then everyone will be happier for it. People who are underperforming don’t tend to be in a very happy place, so actually getting back on track can help them to feel better about themselves and their contribution in the workplace.
4. Goal and Direction Setting
Ensure that your employees know what is expected of them, and by when. All too often, employees think what they are doing is enough, when it actually isn't. They need to know what your standard is for the word 'enough'.
You should set realistic goals for them to achieve, and always make sure employees have enough guidance and knowledge to be able to achieve them. Sometimes it can be necessary to provide step by step directions where employees aren't 100% sure what they need to be doing.
5. Find a Mentor
Some employees may find it useful to work closely with another employee, who works well and is a high achiever. Seeing how their mentor works, and their levels of motivation should give them useful hints about what they can be doing differently, and how they could approach their work. Some of their mentor's enthusiasm will also rub off on the employee, all being well.
This is an excellent way to help them to improve by setting a good example for them to follow. More than that though, a mentor/mentee relationship can be extremely valuable to both parties. The mentor will be happy to pass on their skills and knowledge, answering any questions that the mentee has and helping them to overcome any obstacles. The mentee will benefit from the knowledge of how everything works that the mentor already knows.
6. And if all else fails...?
If you've tried and failed with all of the above, then as a last resort you should be taking a more formal approach with the employee concerned, i.e. initiate your formal procedures for managing poor performance. Granted, this may not be such a great motivator in terms of the employee's attitude to work, but if they have the ability to improve, then they will no doubt make every effort if they are faced with the ultimate penalty of losing their livelihood.
If you get to this level and institute your formal performance management procedures against the employee in question it can turn things around or it can see the situation come to a head. Depending on how their contract is set out, they may end up taking sick leave at this point due to their mental ill-health. This is something that is seen in many workplaces when people have been struggling and have fallen way behind in their work.
In some workplaces people who are off on long-term sick leave can be off on full pay for six months and then a further six months on half pay, so it is worth exhausting all the other options before reaching this point.
