Talking about Performance issues with Teammates isn't easy, but approaching productivity issues early and with an open mind can stop employees from burning out and disconnecting from their jobs. Burnout has a long and upsetting road to recovery for Teammates, so it's important to get involved before it starts.
To help you manage this challenge we've put together some strategies to have conversations about performance respectfully and supportively.
Signs Your Teammate is Struggling
Performance issues aren't always obvious, so here are some signs to look for:
Missed deadlines - tasks are frequently completed late. There could be work efficiency issues or difficulty understanding the task.
Lower productivity - the teammate is completing less tasks than previously. The teammate may need more training in these tasks.
Lots of questions - a need for lots of clarification can be a sign your teammate has trouble understanding their role or tasks.
Frequent errors - an increase in the number of mistakes in your teammate's work can be a sign they are lacking the skills needed for these tasks.
Difficulty adapting - struggles with new systems or procedures might suggest an issue with learning new skills.
Remember that there are a large range of potential reasons for performance issues. An important part of the discussion needs to be listening to your Teammate's feedback and exploring the causes together.
How to Talk About Performance Issues
Try these steps to help you create positive and productive performance improvements with your Teammates:
Gather data - This will help you get a clear view of what is happening and give you valuable context.
Schedule a call within 24 hours - talk openly about the issue quickly.
Send the agenda before the call - allow your teammate to think and plan their responses before the meeting.
Listen - be open to the feedback your teammate provides. Reasons aren't always excuses. Can they be assisted or supported?
The goal here is to provide a supportive and collaborative problem-solving framework that will leave your Teammate:
Certain about what the issue is, and how it could affect their career.
Feeling supported and that help is available.
With clear practical steps they can take to improve their performance.
Feeling that you are invested in working together on the issue.
Non-Confrontational Talks
It can be difficult to talk about performance problems with Teammates, but difficult conversations are usually the most important. Here are some tips for keeping the talk non-confrontational:
Problem-solving, not people blaming
Throughout the talk, discuss the performance issues in terms of what the problem is and what can be done as a team to solve it. This can help your Teammate concentrate on outcomes and not on defending themself personally.
"You missed your deadline"→ "The deadline was missed on this project" or "We missed the deadline on this project."
Listen Openly
Encourage your teammate to share their opinions and perspectives, and then carefully listen to their feedback. Feeling listened to can help your Teammate feel more valued, and encourage them to work with you to find opportunities and strategies for improvement.
"What are your thoughts?"
"How does the situation look from your perspective?"
"What do you think is causing the problem?"
"What can we do together to improve this?"
Offer Support
Make sure your Teammate knows you're focused on supporting their professional growth, and not interested in blame. Provide useful and accessible tools and resources to help them manage and improve their performance. This creates a healthy balance between feeling supported and being responsible for their work.
Helpful Feedback Models
Radical Candor and 4A Feedback are two feedback models we've found useful for keeping conversations productive, focused, and respectful. They help provide context, clearly explain your observations, give recommendations, and outline practical future steps.
Wrap Up
Talking about performance issues is a challenge, but it's a key part of your journey as a leader. Talk about these issues openly, focus on the problem not the person, and offer practical support. You'll be equipping your Teammates with the skills and tools they need to manage their workload, helping your team feel more productive and valued.
Remember, being a great leader is a constant journey of learning and growth. So, keep exploring, keep learning, and keep leading with empathy and respect. You're doing great!
Helpful Links
How to Talk to Employees about Poor Performance - a 5-minute read for managers giving advice on effectively talking about performance problems.
How to Address a Poor Performing Employee - a 10-minute detailed video by Jason Lauritsen on how to manage performance problems in your team.
11 Tips for Talking About Poor Performance - a 5-minute breakdown of 11 helpful tips to help you give employees feedback about performance problems.