Correcting poor staff performance is never easy. Sitting across the table from an underperforming team member can be difficult. However, NOT having the hard conversation is worse in the long-run for your organization, team, and the staff member.
In “Good to Great”, Jim Collins uses the metaphor of getting the right people on the bus, getting them in the right seats, and getting the wrong people off the bus. This concept is crucial to the success of any organization or team. Having the wrong team member or having someone in the wrong role on the team can be devastating long-term. If you determine you have the wrong person on your team, take swift action to graciously let them go for your sake and theirs. It is a kind decision to release people to find a better fit somewhere else. If you determine you have the right person, but they need to improve I suggest the following steps:
- Set up a meeting and let the team member know you want to discuss their work performance.
- Put together a Performance Improvement Plan. Give the person a written document that lays out the current reality, the expectations you have for him/her, and the ramifications of not improving. Clarity is essential!
- During the meeting use phrases such as “My goal is…” and “My concern is…” Attack the problems, not the person. Let him/her know you want them to succeed and that you want to help them become the best they can be.
- Follow up after the meeting. Once the dust settles from the difficult conversation, check in with them to see how they are doing. Give them time to process what you’ve shared with them.
- Set up consistent check-in times for accountability and mentoring. I suggest weekly 15-minute stand-up meetings.
- Set up a meeting for an official progress review. I suggest 30 days to give them time to work on the plan and show improvement.
- If they are improving give them another 30 days to keep working and then meet again. Do this as many times as you see fit to reach the desired outcomes. Always celebrate progress!
- If they are not improving, inform them they have another 30 days to correct the issues or you will need to discuss further action that may result in demotion or termination.
- Document the process that you are going through with the team member. If the day comes that you need to fire them, you want to be able to show the steps you’ve taken to help them succeed and how they have not been successful in doing so.
Through this entire process check with your Human Resources department to make sure you are taking all the correct action steps for a legal process. You may need to adapt my recommendations based on your HR policies.
Following these steps can help you navigate this often challenging part of leadership and management. While this can be difficult you will be glad that you took action rather than let someone struggle which hurts both them and your team.
If you need assistance to navigate this process, please contact me. I would be more than happy to walk alongside you as a coach and advisor.
