Effective Communication Strategies for Tough Topics: Underperformance
At Bespoken, we understand that difficult conversations are an inevitable part of leadership and management of team communication. To help you navigate these challenging moments with confidence and empathy, we're launching a new blog series dedicated to effective communication strategies for handling tough topics.
From addressing underperformance and discussing budget cuts to negotiating compensation and resolving employee conflicts, this 4-part series provides practical advice and actionable tips tailored for today's dynamic and diverse workplace. Join us as we explore how to approach these conversations with the clarity, compassion, and professionalism that define great leadership.
How to Talk to an Employee About Underperformance
Navigating a conversation about underperformance is never easy, but it is a crucial aspect of effective leadership. Addressing the issue promptly and constructively can lead to significant improvements and demonstrate your commitment to the employee's growth. In today's hybrid work environment, these conversations must be handled with sensitivity and clarity, whether they occur face-to-face or virtually.
PREPARING FOR THE CONVERSATION
Gather Evidence: Document specific instances of underperformance, including dates, outcomes, and any previous feedback given.
Choose the Right Setting: For remote employees, schedule a private video call. Ensure that the virtual environment is free from distractions and respects the employee's privacy.
Cultural Sensitivity: Be aware of cultural nuances that may affect how feedback is received. Some cultures may view direct feedback differently, so tailor your approach accordingly.
DURING THE CONVERSATION
Set a Positive Tone: Begin with positive aspects of the employee’s performance to set a constructive tone.
Be Specific: Clearly outline the areas of underperformance with concrete examples. Avoid generalizations and focus on behavior and outcomes.
Listen Actively: Allow the employee to share their perspective. This can provide insights into underlying issues and demonstrate your willingness to support them.
Collaborate on Solutions: Work together to develop an action plan using SMART goals (Specific, Measurable, Achievable, Relevant, Time-bound). Set realistic goals, provide necessary resources, and schedule follow-up meetings to monitor progress.
Express Support: Reinforce your belief in their potential to improve. Offer encouragement and make it clear that you are there to support their development.
IMPLEMENTING S.M.A.R.T. GOALS
Sometimes utilizing additional frameworks is helpful when discussing sensitive issues, especially job performance. SMART goals are an effective way to keep an employee accountable and on track. During your conversation, you may deem it valuable to work with the employee to create SMART goals that address their areas of underperformance. For example:
Specific: Define clear, specific objectives (e.g., "Improve project management skills by completing tasks on time").
Measurable: Establish criteria for measuring progress (e.g., "Complete 90% of tasks within the deadline for the next quarter").
Achievable: Ensure the goals are realistic given the employee's current workload and resources (e.g., "Attend a project management workshop").
Relevant: Align the goals with broader team or company objectives (e.g., "Improve project timelines to enhance team efficiency").
Time-bound: Set a timeframe for achieving the goals (e.g., "Achieve these objectives within the next three months").
FOLLOW-UP
Monitor Progress: Regularly check in with the employee to discuss their progress and offer additional support if needed.
Provide Ongoing Feedback: Continue to give constructive feedback, recognizing improvements and addressing any ongoing issues promptly.
Reassess SMART Goals: Periodically review and adjust the SMART goals as necessary to ensure they remain relevant and achievable.
Having a conversation about underperformance may feel difficult, but with the right approach, it can lead to positive change and growth for both the employee and the organization. By preparing thoroughly, communicating with empathy and clarity, and focusing on actionable solutions through SMART goals, you can turn a challenging situation into an opportunity for development and improvement. Remember, the goal is not just to address the current issues but to foster an environment where open, honest dialogue leads to continuous learning and success. At Bespoken, we are committed to helping you own your voice by leveraging these essential skills.
Stay tuned for part two in this series of four where we will teach you how to deliver disappointing news with sensitivity and professionalism.
About the Author
Jackie Miller launched Bespoken in 2015 to channel years of professional performance experience into techniques that improve public speaking, presenting, and professional communication skills. She holds a B.F.A. and M.A. both from New York University’s Tisch School of the Arts.