Managing Poor Performance: When to Give Feedback and When to Call HR
The Monday Morning Manager #28
If you intend to have a long career in a leadership role, you will likely encounter problem team members.
Dealing with poor performance is a confusing and time-consuming pain in the neck. After all, you do your job properly; why can’t everyone else?
Like many leaders I’ve trained, you may be unsure about what you are allowed to say and do when a team member is playing up.
Most people are comfortable giving positive feedback like congratulating someone for a well-done job or saying thank you.
But we falter when it comes to the more tricky, not so lovely to deliver constructive feedback.
It’s confusing.
What should we say?
Do we have to write anything down?
Do we need to check in first with HR, and if we do, will HR even listen, let alone be of any practical help?
Why do anything? The problem might go away on its own (Hint: it wont).
If you want to know how to manage poor performance on your own and when to call HR, read on….
The DIY method
If the issue with your team member is pretty mundane such as lateness, being poorly organized, not turning up to meetings, or producing poor quality work, you can deal with it yourself.
The constructive feedback process
1. Gather the facts
2. Meet with your team member and say what you’ve noticed.
3. Say how this impacts the team and what you would like to happen instead
4. Ask your team member how they could improve in future
5. Discuss their ideas and decide on a plan
6. Make a date to discuss progress in a week or so
This article walks you through the process in more detail.
If poor performance continues
If the poor performance doesn’t improve, then go with the power of three (a bit like Charmed but without the magic) — No change after three lots of feedback, it’s time to call HR.
Your HR advisor will be thrilled that you have already spoken to your team member.
They will be ecstatic if you have all the facts and meeting notes to hand.
From this point on, you will be guided by the capable hands of HR, which may or may not include a formal disciplinary process.
For major performance issues go straight to HR
Never try to deal with more serious issues on your own. For anything like assault, theft, fraud, alcohol or substance abuse, bullying, or sexual misconduct, go straight to HR for advice.
If you are not sure, ask.
Your HR team won’t mind at all. They’ll be happy you are dealing with the issue before it gets out of hand.
Never ignore performance issues
Try to jump on any performance problems as soon as possible, or you may regret not acting faster.
Why?
Because poor performance never goes away on its own and dealing with issues as they arise:
- Stops the issue from getting worse
- Shows the high performers in your team you are dealing with someone who isn’t pulling their weight
- Stops other team members from copying the poor performance
- Saves time in the long run
- Prevents reductions in productivity
Final Thoughts
Even experienced leaders dislike giving constructive feedback, which is never a pleasant experience.
So don’t feel bad if you are not looking forward to having these discussions with your team.
Focus on the benefits of getting the team back on track rather than the challenging task of giving feedback.
If you need to practice what you’ll say in the feedback session, ask your HR team, your boss, or an experienced leader if they will help.
And always check your organization’s policies and procedures plus employment legislation in your country.
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You’ll also get a complimentary copy of The New Leader’s Starter Kit — get a step-by-step process for One-to-Ones and Constructive Feedback plus a tick list for listening skills.
But wait, there’s more …
And finally, if leadership tips are your thing, learn more in over thirty practical, actionable articles in The Monday Morning Manager series.