You saw a lot of promise in the employee when they first joined your team.
You were excited about their potential, envisioning them as a key contributor who would grow into a valuable asset. You invested time and energy into supporting their development, hoping each new project and task would be the moment they finally hit their stride.
Yet, despite your expectations and continued efforts, their performance hasn’t improved as hoped. Each time you anticipated a breakthrough, the results fell short.
You’re now faced with the challenge of finding effective ways to help them overcome these hurdles and unlock the potential you originally saw in them. It’s a critical moment to reassess, strategize, and guide them toward better performance and success.
The Complexity of Underperformance
Underperformance isn’t just about missing targets or not meeting deadlines. It’s a consistent shortfall in expected performance despite the potential to achieve more.
With 59% of employees in an organisation not performing at their best, some level of underperformance can show up as a lack of productivity, poor-quality work, or difficulty collaborating with others. What makes underperformance tricky is that it often develops gradually, making it easy to overlook until it becomes a more serious issue.
Spotting the Signs of an Underperforming Employee
1. Fading Motivation
2. Frequent Absences From Work
3. Consistently Low Performance
4. Decreasing Job Satisfaction
5. Decline In Productivity
6. Deteriorating Work Quality
7. Repeatedly Missing Deadlines
8. Growing Error Rate
9. Loss of Initiative
10. Diminished Team Participation
Data-Driven Methods to Identify Root Causes of Employee Underperformance
When an employee is underperforming, it’s rarely due to a single factor. Instead, it's usually the result of multiple, interwoven issues.
1. Performance Management Systems (PMS)
Identification Method: PMS data can highlight consistent patterns of underperformance, such as lower scores in specific competencies or a decline in productivity metrics.
L&D Tie-In: If data shows repeated underperformance in communication skills, a learning and development consultation can help you develop corporate learning solutions to focus on improving these skills, thereby addressing the root cause of underperformance.
2. Employee Feedback
Identification Method: Feedback from employees, whether through surveys or direct communication, can reveal feelings of demotivation, lack of support, or dissatisfaction, all of which can lead to underperformance.
L&D Tie-In: If feedback points to a lack of career growth opportunities, seek a learning and development consultation to implement mentorship programs or career development workshops that can re-engage employees and improve their performance by addressing their concerns.
3. Behavioural Assessments
Identification Method: Behavioural assessments can identify patterns of negative behaviour or attitudes that might contribute to underperformance, such as frequent conflicts or disengagement.
L&D Tie-In: Offer targeted interventions like coaching sessions or workshops on emotional intelligence and conflict resolution. By addressing these behavioural issues, corporate learning solutions help improve employees’ interpersonal skills and overall job performance.
4. Pulse Surveys and Polls
Identification Method: Pulse surveys can reveal widespread issues such as employee feelings of being overworked or stressed, which can directly affect performance levels.
L&D Tie-In: With the help of a learning and development consultation, develop corporate learning solutions on time management, stress management, or workload balancing. This helps employees manage their responsibilities more effectively, reducing burnout and improving their performance.
5. Absenteeism and Turnover Data
Identification Method: High rates of absenteeism or turnover can indicate deeper issues like dissatisfaction or burnout that are affecting performance.
L&D Tie-In: Design interventions aimed at improving employee engagement and satisfaction with the support of a learning and development consultation. For example, if high turnover is linked to a lack of career progression, you’ll be guided on how to create development programs or corporate learning solutions to address these concerns and reduce turnover.
6. Learning Analytics and LMS Data
Identification Method: Learning management system (LMS) data can reveal low engagement with training resources or high dropout rates from courses, which might correlate with underperformance.
L&D Tie-In: During a learning and development consultation, this data can be used to identify which areas of training are not effective and need improvement. For instance, if LMS data shows low completion rates for a key skill development course, you’ll know how to revise the corporate learning solutions or delivery methods. This can enhance engagement and effectiveness, helping bridge performance gaps.
7. Managerial Observations and One-on-Ones
Identification Method: Observations and feedback from managers during one-on-one meetings can provide insights into specific performance issues or areas where employees are struggling.
L&D Tie-In: A learning and development consultation can help create customized development plans or targeted training interventions. For example, if a manager identifies that an employee struggles with team collaboration, the consultation can guide how to develop corporate learning solutions that focus on improving team dynamics and collaboration skills to address these issues directly.
8. Incident and Compliance Reports
Identification Method: Reports of incidents or compliance violations can indicate a lack of understanding or skills in specific areas, contributing to underperformance.
L&D Tie-In: L&D can analyze these reports to identify common gaps in knowledge or skills. For instance, if there are frequent compliance issues, get a learning and development consultation to understand how to develop and deliver compliance training. This focus on regulatory requirements and best practices improves compliance and overall performance.
9. Operational Metrics and KPIs
Identification Method: Poor performance on key operational metrics or KPIs can signal underlying issues with employee skills or processes.
L&D Tie-In: If low KPIs in customer service are noted, get a learning and development consultation for further assistance. This will guide you in focusing corporate learning solutions on customer interaction techniques and problem-solving skills, directly targeting and improving performance in these areas.
The Implications Of Neglecting Underperformance
1. Team Morale Decline: Frustrations grow as others compensate for underperformance.
2. Productivity Drop: Missed deadlines and slower output affect overall team efficiency.
3. Customer Dissatisfaction: Poor service risks damaging relationships and brand image.
4. Legal and Financial Risks: Improper termination procedures can lead to costly lawsuits.
5. Reputation Damage: Disgruntled employees may harm the company’s public image.
6. Financial Loss: Decreased revenue from lost customers and reduced productivity.
7. Missed Growth Opportunities: Losing out on potential employee contributions.
When Underperformance is Toughest and How to Address It
1. During the Initial Onboarding
New employees may struggle with company culture, processes, or expectations. Ensure a comprehensive induction to set them up for success and avoid misjudging their fit based on early struggles due to inadequate training or unclear expectations.
2. During the Probationary Period
This period assesses if the employee is a good fit for the role and company. Addressing concerns early helps determine if improvement is feasible or if a different candidate might be more suitable.
3. Following a Return from Illness
Employees returning from illness may need time to regain their previous performance levels. Use a phased return and provide additional support to help them readjust. Avoid hasty judgments about their abilities, as this can impact morale and fairness.
How Training Helps Bridge The Gap In Underperformance
Identification and Prioritization of Skill Gaps
A learning and development consultation helps identify the specific skill gaps causing employee underperformance and helps organizations assess and prioritize these gaps. By addressing these critical areas, the consultation ensures targeted improvements that enhance overall performance and productivity.
Tailored Corporate Learning Solutions
After identifying skill gaps, tailoring the corporate learning solutions to focus on these underperforming areas ensures that employees receive the precise support needed to overcome their weaknesses. By addressing these specific gaps, employees can develop the necessary skills to meet performance expectations and reduce instances of poor performance.
Real-World Application Through Practical Assessments
Employees who underperform may struggle to apply theoretical knowledge in real-world situations. Practical assessments and simulations through corporate learning solutions allow them to practice in a controlled & safe environment, which helps them translate learning into action. This approach reduces the likelihood of mistakes on the job and directly addresses the issues causing underperformance.
Continuous Learning and Improvement
Continuous underperformance can be a sign that employees are falling behind in industry standards or company expectations. With the support of a learning and development consultation, you can regularly update your training programs to stay current with rapid elearning solutions and new developments. This ensures that employees keep pace with current demands, preventing underperformance from persisting or worsening.
Enhanced Engagement and Motivation
Corporate learning solutions that align with employees’ career aspirations can reignite their motivation, making them more invested in overcoming their performance issues. When employees see personal growth as a result of their training, and receive appropriate rewards and recognition for their progress, they are more likely to put in the effort to improve their performance.
Also read: 4 ways to fix learner engagement & retention
Regular Performance Reviews Linked to Training
Underperformance identified during performance reviews can be effectively addressed by linking it to specific competency-based training interventions. By targeting the areas where employees are falling short, immediate and relevant support can be provided to develop those critical skills. This helps prevent prolonged underperformance and ensures that employees improve in the areas crucial to their roles.
Strategies To Address Underperforming Employees
7 out of 10 underperforming employees who remained with the company for a year improved to become solid performers. Here are ways to help underperforming employees improve:
1. Avoid Singling Out Employees
Address performance issues without making the employee feel isolated. Avoid singling them out in front of others, as this can damage morale and hinder progress. Approach the issue privately and focus on solutions rather than blame.
2. Prepare for Constructive Coaching Conversations
Outline the purpose of the conversation, focusing on how their performance impacts the team and organization. Prepare specific observations and questions to guide the discussion.
3. Encourage Employee Input
Ask open-ended questions to understand their perspective, such as “What challenges are you facing?” and “How can we overcome these obstacles together?” Allow them to propose solutions and take ownership of their development.
4. Establish Mentorship and Buddy Systems
Pair the employee with a mentor or buddy to provide guidance and support. These programs help new hires and struggling employees acclimate, build skills, and stay engaged.
5. Set Clear Expectations and Goals
With the help of a learning and development consultation, create a performance contract outlining mutual expectations, responsibilities, and goals for the underperforming employee. Set Specific, Measurable, Achievable, Relevant, and Time-bound (SMART) goals collaboratively. This method helps in setting realistic targets and provides a clear path for the employee to follow.
6. Foster a Feedback-Rich Environment
Regular feedback helps address issues promptly and keeps the employee aligned with their goals. Incorporate 360-degree feedback (feedback from peers, supervisors, and subordinates) to provide a comprehensive view of the employee’s performance and areas for improvement.
7. Conduct a Comprehensive Performance Evaluation
Use tools like the Performance Matrix or strengths, weaknesses, opportunities, and threats (SWOT) Analysis to evaluate performance thoroughly. This comprehensive approach ensures that all factors affecting performance are considered.
8. Create a Learning-Oriented Culture
Foster a culture where continuous learning is encouraged and valued. Provide access to training resources and emphasize that learning is a key part of every role, keeping employees engaged and motivated. An award-winning Learning and Development consult will streamline the efforts.
Handling Underperforming Employees: Common Mistakes and Better Approaches
1. Failing to Provide Clear Expectations and Feedback
Not defining clear performance expectations and providing regular feedback leaves employees unsure about how to improve.
Establish specific goals that are communicated clearly and regularly.
Offer individualized coaching that addresses specific skill gaps and personal challenges.
Implement regular check-ins to review progress, discuss challenges, and adjust goals as needed.
Provide actionable feedback and set up a structured improvement plan, ensuring the employee understands what steps to take next.
2. Ignoring Non-Work Related Factors
Assuming underperformance is solely due to work-related issues without considering personal or external factors.
Regularly engage in conversations about the employee’s overall well-being, including personal and external factors affecting their performance.
Assist with personal issues, such as flexible work arrangements or access to support resources, to alleviate external stressors.
Create an environment where employees feel comfortable disclosing personal challenges and seeking help without fear of judgment.
3. Being Insensitive to Personal Preferences and Work Styles
Applying a one-size-fits-all approach to motivation that doesn’t account for individual work styles and preferences.
Tailor your approach to fit each employee’s unique preferences, such as recognition styles, work structures, and learning methods.
Regularly ask employees for feedback on how they prefer to be motivated and adjust your strategies accordingly.
Flexibly modify your motivation techniques based on the employee’s responses and evolving needs.
4. Setting Unachievable Targets
Imposing overly ambitious goals can overwhelm and demotivate employees.
Break down larger objectives into smaller, manageable milestones that can be achieved gradually.
Regularly review progress toward these goals and adjust targets based on the employee’s capabilities and circumstances.
Recognize and celebrate achievements along the way to build momentum and confidence before setting higher goals.
5. Micromanaging or Over-Controlling
Micromanaging or excessively controlling employees can stifle their initiative and motivation.
Delegate tasks and responsibilities, allowing employees to take ownership of their work and make decisions.
Trust employees to manage their tasks and offer support as needed, without hovering or dictating every detail.
Foster an environment where employees feel confident to take initiative and innovate, showing trust in their abilities.
Also read: How Job Rotation Boosts Employee Morale
TL;DR: Motivating An Underperforming Employee
Motivating and coaching an underperforming employee involves identifying the root causes of their struggles, such as misalignment of skills, lack of motivation, or inadequate resources. Key signs of underperformance include fading motivation, absenteeism, and decreased productivity.
To address these issues, get a learning and development consultation, deploy corporate learning solutions, and use advanced strategies like clear goal-setting and mentorship. Avoid common pitfalls such as failing to provide clear feedback or overemphasizing weaknesses.
By addressing the root causes and avoiding these mistakes, you can help unlock the employee’s potential and improve overall performance.
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