Taking action to address poor performance

As a leader you will almost inevitably have to tackle issues of under performance with either your team or individuals. This is never easy but there are some simple rules that make it as effective as possible.

Do

Tackle the under performance the first time you are aware of it. Your silence could otherwise be taken for approval and make the issue harder to discuss in the long run.

Have the discussion in private - 'May I just have a word in my office...?'

Have formal meetings about breaches in the morning, otherwise you will worry all day.

Keep the meeting short and businesslike.

Stick to the facts - 'The project has not met the current deadline...'

Be clear about the standard you expect.

Listen to the explanations.

Be constructive but honest, 'I am disappointed that your team has not made the progress we agreed so we need to discuss how you might put that right…'

Ask open questions such as 'What can you do differently?' 'How can..?', 'What's stopping..?'

Coach the individual or team towards commitment to specific action.

Check for understanding by asking s/he/them to say what the action will be.

Agree a timetable for review and stick to it.

Don't

Adopt a 'holier than thou' tone or posture.

Say things like, 'You are just not up to the job'; say instead, 'Your work is causing me concern. For example, on Wednesday...'

Beat about the bush or drop hints. Say simply what you want to talk about; e.g. 'I want to talk about how you handled...'

Waffle or tell stories, 'When I started in business...' It may mean something to you but nothing at all to your listener.

Mention on Friday afternoon that you would like to see Scroggins on Monday morning.

Haul Smith over the coals in the general office or on the shop floor.

Rely on hearsay or supposition - they are usually inaccurate.

Have a chat at the end. You will confuse the message.

Short cut your organisation's discipline policy. If you should find yourself before an industrial tribunal you will need to be able to prove that you adhered to the letter and the spirit of it.