Effective Ways to Talk to an Underperforming Employee
- Company Dhyani
- Jan 27
- 7 min read
Updated: Jan 29
In any professional setting, addressing performance issues can feel overwhelming. As managers, team leaders, or HR professionals, we often find ourselves needing to tackle the problem of an employee who is falling short.
Whether it’s a lack of motivation, a skills gap, or personal matters affecting their work, effective communication is essential for resolution.
Navigating these conversations doesn’t have to be a source of dread. When approached thoughtfully, they can lead to a more productive workplace and stronger working relationships.
Drawing from my experiences in addressing underperformance, I’d like to share strategies and insights on how to talk to underperforming employees which will help you approach these discussions with confidence and empathy.
Why Employees Struggle—and How to Pinpoint the Cause???
Before starting a conversation with an underperforming employee, it’s crucial to identify the root cause of their behavior. Without understanding the underlying reasons, it’s easy to misjudge or make assumptions that lead to ineffective solutions. Here are some common factors that might be affecting their performance:
When Personal Life Spills into Work
Personal life challenges, such as health concerns or family crises, can significantly impact an employee’s work.
For example, a study found that 35% of employees cited family responsibilities as a major distraction. If an employee’s personal struggles are the cause, acknowledging and offering support can make a meaningful difference.
For instance, an employee may be struggling to meet deadlines because they’re caring for an ill family member, causing frequent late-night work sessions and exhaustion during office hours
Bridging the Skills Gap: Are They Equipped to Succeed?
Employees might not have the skills necessary for their roles. A survey revealed that 55% of employers believe training is crucial for bridging these gaps.
Consider whether offering additional training or resources might help address the issue. Imagine a new hire assigned to use a software they’ve never worked with before.
Their repeated mistakes may not be due to lack of effort, but a lack of proper onboarding.
The Motivation Trap: Feeling Disconnected or Undervalued
An employee who feels undervalued or disconnected from their work may see a decline in motivation.
Research shows that 30% of employees are disengaged, which can lead to lower productivity. Understanding the source of this disconnection is key to reigniting their enthusiasm.
Consider an employee who worked tirelessly on a major project only to see it shelved by upper management. Feeling unappreciated, their enthusiasm may wane.
Unclear Goals: When Employees Don’t Know What’s Expected
Employees can struggle if they are unsure about their responsibilities.
About 40% of workers admit they lack clarity on their roles, which can lead to misalignment and mistakes.
Addressing unclear expectations upfront can set the stage for improvement. For ex. an employee tasked with ‘improving sales’ without specific targets or strategies may struggle to focus their efforts effectively, leading to underperformance.
By taking the time to identify the root cause, you’ll be better prepared to tailor your approach and address the issue constructively.
Preparation: Setting the Stage for a Productive Talk...
Once you’ve identified the possible causes, the next step is preparing for the conversation. Effective performance discussions don’t happen spontaneously; they require careful planning to ensure your feedback is constructive and well-received. Here are some key steps to take:
Timing is Everything: How to Find the Right Moment
Choosing the right time and place is critical for creating an environment where the employee feels safe and open to dialogue.
For instance, holding the discussion during a team lunch or immediately after a major presentation can put the employee on edge, detracting from the conversation’s effectiveness.
Back Up Your Feedback with the Facts
Gathering specific examples of the employee’s performance is essential. Concrete data lends credibility to your observations and ensures the conversation is rooted in facts rather than assumptions.
For instance, instead of saying, ‘You’re disengaged in meetings,’ you could point out, ‘I noticed you didn’t contribute to discussions in the last three weekly meetings and seemed distracted during the brainstorming session.
Mastering Your Message: Balance Criticism with Support
Before the meeting, think carefully about how you want to frame your feedback. Aim to strike a balance between addressing performance issues and offering encouragement. For example, you might say, “I appreciate your creativity in project design, but I believe we need to work on meeting deadlines to ensure the team can deliver on time.”
A thoughtful message can help the employee see the conversation as an opportunity for growth rather than as a critique.
Or suppose you want to address a lack of punctuality. Instead of saying, ‘You’re always late,’ you might phrase it as, ‘I value your input during morning meetings, and I think arriving on time would make those sessions even more productive.’”
How to Start a Constructive Discussion with Empathy...
Initiating a conversation about performance can set the tone for the entire discussion. Starting with empathy, framing your observations carefully, and being specific can help create a productive dialogue that fosters understanding and improvement.
Empathy First: Build Bridges, Not Walls
Begin the conversation by acknowledging the employee’s feelings and emphasizing your willingness to support them.
For example, start with, ‘I know balancing work and personal obligations can be tough at times. I want to understand what’s happening and explore how I can support you. By showing empathy from the outset, you create an environment where the employee feels safe and valued.
Speak for Yourself: Why “I” Statements Work
Using “I” statements can help reduce defensiveness and make your feedback feel less like an accusation.
For example, Rather than saying, ‘You never deliver reports on time,’ use, ‘I’ve noticed reports are often delayed, and it’s affecting our ability to finalize projects on schedule.’ This subtle shift in language fosters open communication and ensures the employee doesn’t feel blamed.
.3 Be Specific: Clarity is the Key to Understanding
Avoid vague feedback, which can confuse the employee. Instead, be specific about where they’re falling short and how it affects the team or company.
Instead of generalizing, say, ‘Your last report lacked the financial projections section we needed, which delayed the client’s decision-making process.' This clarity helps the employee understand the stakes and what needs to change.
Collaborating for Solutions and Listening with Purpose...
Once the employee understands the issue, the next step is to foster a two-way dialogue and work together on actionable solutions. Collaboration and active listening are key to ensuring both parties feel invested in the outcome.
Ask, Don’t Assume: Questions That Encourage Honest Feedback
To understand the employee’s perspective, ask open-ended questions, For instance, instead of saying, ‘You’re clearly overloaded,’ ask, ‘Are there specific challenges or roadblocks you’re facing with your workload lately? Such question allows the employee to share their thoughts and help you uncover any barriers to success.
Turn Problems into Goals: The Power of Collaboration
Rather than dictating solutions, involve the employee in developing an action plan. For example, if missed deadlines are an issue, you could say, “What steps do you think we can take to ensure projects stay on track?” This collaborative approach fosters accountability and buy-in.
SMART Goals: Clear Steps to Get Back on Track
Set goals that are Specific, Measurable, Achievable, Relevant, and Time-bound (SMART). For example, instead of saying, “Work faster,” you might say, “Complete the project draft by next Wednesday and review it with the team.” SMART goals provide clear expectations and pave the way for improvement.
Resources and Support: Empowering Employees to Succeed
Discuss how you can support the employee’s growth. This could include mentoring, additional training, or access to resources. If the employee lacks public speaking skills, offer them access to a communication workshop or pair them with a mentor who can provide feedback during presentations. Offering support shows your commitment to their success and helps build trust.
How to Handle Pushback and Defensiveness...
Not every employee will immediately embrace feedback. Resistance is natural, and how you handle it can determine whether the conversation remains productive.
Why Resistance Happens—and How to Manage It
Defensiveness often stems from insecurities, misunderstandings, or stress. Recognizing these emotions can help you address them effectively. If an employee responds, ‘But other team members are also late,’ gently redirect with, ‘I understand that happens, but today I’d like to focus on how we can work on your schedule to help you meet deadlines.’
Staying Calm and Composed Under Pressure
If the employee raises their voice or becomes visibly upset, remain calm and say, ‘I can see this is a difficult topic, and I want to approach it constructively together.’ Let them express their concerns without interrupting, and validate their emotions. This helps de-escalate tension and keeps the conversation productive.
Reframing Feedback as a Growth Opportunity
Reassure the employee that feedback is meant to help them grow. For example, share how receiving tough feedback early in your career helped you grow, such as improving your time management skills after a candid discussion with a mentor.” This perspective can shift their mindset from resistance to openness.
Follow-Up: Turning Conversations into Progress...
A single conversation isn’t enough to drive lasting change. Regular follow-ups are essential to monitor progress and maintain accountability.
Regular Check-Ins: Keeping the Momentum
Schedule follow-up meetings to review the employee’s progress. These check-ins provide an opportunity to reassess goals, address new challenges, and offer further guidance. For instance, schedule a bi-weekly check-in to review progress on a specific project, asking questions like, ‘How are the new processes we discussed working for you?’
Recognizing Wins: Why Celebrating Progress Matters
Acknowledging improvements—even small ones—can boost the employee’s confidence and motivation. Say, ‘I noticed you’ve been consistently meeting deadlines this past month. That’s a big improvement, and I appreciate your hard work.’” A simple statement like this can go a long way in reinforcing positive behavior.
Creating a Culture of Feedback and Support
Ultimately, addressing performance issues should be part of a larger effort to foster open communication. Encourage ongoing feedback, celebrate successes, and build a culture where employees feel supported and valued. You might initiate regular team feedback sessions where employees can share ideas and highlight areas for collective improvement.
Moving Forward: How to Talk to Underperforming Employees
Discussing performance with an underperforming employee doesn’t have to be a major hurdle. With the right preparation and approach, you can turn challenging conversations into valuable development opportunities.
By effectively communicating with your team, addressing performance problems swiftly, and collaborating on solutions, you nurture a more engaged workforce. Create an atmosphere where employees feel valued, supported, and motivated to improve. With these strategies, you’ll not only resolve underperformance but also pave the way for a more productive and harmonious workplace.
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