Dealing with difficult employees can come with running a business. While it may be tempting to ignore these issues and hope they resolve on their own, without intervention, they can — and often do — get worse. To help you address difficult situations, here are some examples of employee challenges and guidelines for helping employees get back on track.
Potential problems:
#1: The quiet quitter
You notice a change in their quality of work and a general indifference toward their job. The employee seems to be doing only the bare minimum to keep their job. This can result in other employees having to do extra work, and negatively impact how the team functions together.
#2: The shirker of responsibility
Employees who refuse to take responsibility when things go wrong, either blaming others or coming up with excuses, can be problematic. Taking responsibility for failures is a key part of making sure they don't happen again.
#3: The star
They may be highly productive, but they may also show up late to meetings, fail to apologize when they eventually do arrive, and then stare at their phone for the entire meeting. Ignoring these issues because the employee is a "star" can set a bad example and lead to problems down the road.
#4: The downer
This employee complains all the time and constantly expresses pessimism about new initiatives. While respecting personality differences and recognizing challenges are important, an overly negative attitude can spread to other employees and undermine company objectives.
#5: The know-it-all
This employee has done it all and seen it all, at least in their view. They may be quick to dismiss other people's ideas, interrupt others during meetings, and are prone to "explain" things outside their area of expertise. This type of employee can make other employees reluctant to raise new ideas and may negatively impact collaboration.
How to address employee challenges:
Before a problem arises:
To help reduce the likelihood of difficulties presenting themselves:
- Lead by example. Don't let your leaders be the "difficult" ones. Make sure you hold leaders accountable for demonstrating the conduct you expect.
- Clearly communicate expectations. Communicate workplace rules and procedures so employees know exactly what's expected of them and what they can expect from the company. It's a best practice to maintain an employee handbook for this purpose. In addition, confirm expectations when setting performance goals and provide employees with feedback on a regular basis.
- Set SMART goals. To the extent possible, include the employee in the goal-setting process. Goals should be SMART — Specific, Measurable, Attainable, Relevant, and Timely. By involving the team member in setting goals, you can help them understand the importance of their role and how it has an impact on business initiatives.
- Foster inclusivity. Make sure your practices and decisions are free of bias, employees are paid equitably, you encourage employees to share ideas and feedback, and you take all complaints seriously. Train supervisors on all workplace policies and how to administer and enforce them consistently. During staff meetings, tactfully intervene when an employee takes over the discussion, brings up an unrelated topic, dismisses or is otherwise rude to coworkers, or tries to take credit for someone else's idea.
- Motivate employees. Employees who are engaged and motivated are typically less likely to create problems. To help promote an engaged workforce, consider:
- Prepare employees for change. Give employees plenty of advance notice of upcoming changes. Take the time to explain the reasons for each change and how a new procedure may positively impact the employee's work environment.
- Improve teamwork. While some conflict in the workplace is inevitable, you can take steps to help reduce the likelihood of it turning into a problem. To help reduce conflict and encourage collaboration among team members, clarify rules and expectations, clearly define roles, and facilitate team-building activities.
After a problem arises:
Here are a few ways employers can diplomatically and effectively address difficult employees:
- Meet with the employee. If an employee isn't meeting performance or conduct expectations or is violating company policies, address the situation promptly. Don't wait until their annual performance review. Meet with the employee in private, express your appreciation for their contributions and be straightforward. Let them know you've noticed issues with their performance and/or attitude and give examples. Explain that you are trying to help the employee improve and give them an opportunity to respond. Confirm that the employee has fully understood the expectations for improvement and have them acknowledge the discussion in writing.
- Document the discussion. Document the meeting, including the date and substance of the conversation, and retain a record of it in the employee's personnel file.
- Follow up. Follow up with the employee to see how they're doing. If their performance/behavior hasn't improved, further disciplinary action may be necessary.
Note: During the meeting, the employee may reveal information that can trigger certain obligations. For example:
- If the employee discloses that the reason for their change in behavior or performance is because they're a victim of sexual harassment, the employer should launch a prompt investigation into the allegations.
- If the employee reveals they have a disability, the employer may be required to provide a reasonable accommodation to the employee.
- If they reveal symptoms of burn out, offer company resources that may help, such as an Employee Assistance Program, and help them develop a plan for improving.
- And, if they are having difficulty working with another employee, guide them through resolving workplace disagreements.
Conclusion:
When it comes to difficult employees, address the issue promptly to help prevent it from getting worse.