“One bad apple spoils the barrel”
Managing a team is no easy task, and even the most cohesive groups can occasionally face challenges due to a difficult employee. Addressing such issues promptly and effectively is crucial to maintaining a productive and harmonious workplace, and to do so compliantly. We find, too often, that people put off difficult conversations wanting to avoid conflict, only for those situations to then escalate, and that’s when things become really problematic.
In this blog post, we share our own experience on how to deal with a difficult employee, one that starts informally and swiftly by providing effective feedback, moving to a more formal approach should the issue remain unresolved.
Understanding the Root Causes
Before addressing the behaviour of a difficult employee, it’s essential to understand the underlying issues. Difficult behaviours can stem from various sources, such as personal problems, lack of job satisfaction, misunderstandings, or even inadequate training.
Open communication is vital. Schedule a one-on-one meeting with the employee to provide feedback on the observed behaviours.
When giving feedback, be specific about the behaviours that need to change. Use the “SBI” model (Situation-Behaviour-Impact) to structure your feedback. For example, “In yesterday’s meeting (Situation), I noticed that you interrupted several colleagues (Behaviour), which disrupted the flow of the discussion and frustrated the team (Impact).”
Approach the conversation with empathy and without accusation. Use phrases like “I’ve noticed…” instead of “You always…” to create a non-confrontational atmosphere.
Develop an Action Plan
Set Clear Expectations: Ensure that the employee understands the expectations and standards required for their role. Clearly outline what behaviours are acceptable and which are not. Providing a written document can be helpful for reference.
Offer Support and Resources
Sometimes, difficult behaviours are a result of feeling overwhelmed or underprepared. Offer additional training, mentoring, or counselling services if necessary. Providing support shows that the organization values the employee and is invested in their success.
Monitoring Progress and Maintaining Accountability
Schedule regular follow-up meetings to discuss progress. These check-ins provide opportunities to acknowledge improvements, address ongoing issues, and adjust the action plan if needed. They also reinforce accountability.
Keep detailed records of all interactions, feedback sessions, and action plans. Documentation is crucial if the situation escalates and more formal disciplinary actions are required.
Implementing Disciplinary Actions
Gradual Escalation: If the employee’s behaviour does not improve despite your efforts, it may be necessary to implement disciplinary actions. Start with mild actions such as verbal warnings and escalate to written warnings or probationary periods if there is no improvement.
Performance Improvement Plans (PIP): A PIP is a formal document to help employees reach expectations they may ne struggling to meet. They provide insight into performance gaps and areas where they are falling short and set out expectations for improvement against a specific timeline. It also includes clear consequences for employees who do not meet expectations and should be used, as such, in conjunction with the escalation process above.
Be Consistent and Fair: Ensure that disciplinary actions are consistent with company policies and are applied fairly across all employees, including the use of a PIP. Inconsistencies can lead to perceptions of favouritism or discrimination, which can cause you problems if the persons believes that they have been unfairly treated and wishes to take legal action.
Knowing When to Let Go
Despite best efforts, there are cases where an employee’s behaviour does not improve, and their presence continues to negatively impact the team. In such cases, it may be necessary to terminate their employment. Ensure that you follow legal protocols and company policies during this process to avoid potential legal ramifications.
Exit Interviews
Conduct an exit interview to understand the employee’s perspective and gather insights that may prevent similar issues in the future. This information can be invaluable for improving workplace culture and practices.
A pro-active approach: foster a Positive Workplace Culture
Previously we have covered how to deal with a difficult employee should the situation arise. Of course, it’s always better to reduce the chance of this happening through pro-active measures. As they say, “an ounce of prevention is worth a pound of cure.” Our advice for this is to:
Promote Open Communication
Encourage a culture of open communication where employees feel comfortable sharing their concerns and feedback. Regular team meetings and anonymous surveys can be effective tools.
Recognise and Reward Positive Behaviour
Acknowledging and rewarding positive behaviours can motivate employees and reduce negative behaviours. Implement recognition programmess that celebrate achievements and contributions.
Provide Ongoing Training
Regular training sessions on communication, conflict resolution, and team-building can equip employees with the skills needed to navigate workplace challenges, and build the confidence of managers to deal with situations head-on rather than avoiding them. Investing in professional development shows that the company values its employees’ growth.
Lead by Example
Leadership plays a crucial role in shaping workplace culture. Model the behaviours you expect from your team. Demonstrating empathy, respect, and professionalism can set a standard for the entire organisation.
Recruit the right people
Often insufficient time is spent hiring the right person. Companies try to fill holes far too quickly and focus on just skills, rather than the behaviours that demonstrate a fit with your culture. If a person is 100% not right, they’re 100% wrong! Equally, a poor onboarding process with no probation objectives means, that the opportunity to deal with any issues early on, are lost
Conclusion
Dealing with a difficult employee is a challenging but necessary aspect of managing a successful team.
By understanding the root causes, setting clear expectations, providing support, and maintaining accountability, you can address and resolve these issues effectively. In our experience most situation arise by not dealing with them quickly and informally. Unfortunately, as HR Consultants, we tend to get involved when the situation has escalated and reached a formal stage. Not ideal!
Implementing fair disciplinary actions and knowing when to let go are crucial steps in maintaining a productive work environment. Lastly, fostering a positive workplace culture can prevent many issues from arising in the first place.
Remember, the goal is not just to address the difficult behaviour but to create a supportive and productive environment where all employees can thrive.
If you need any help, please get in touch.
