How to Coach an Underperforming Employee
When faced with an underperforming employee, you may instinctively turn to formal training sessions as a solution. But while training is undoubtedly valuable, it’s not the best fit for every situation.
As learning and performance strategist Jess Almlie shared in a recent post, “Sometimes, it doesn’t matter how fantastically designed our learning solutions are because training alone won’t address the root cause of a problem.”
Manager feedback and coaching can sometimes be a more effective approach. Offering personalized guidance addresses specific challenges and supports employees in real time, tailoring the development process to your team member’s unique needs.
Following these manager coaching best practices can help you offer more effective guidance — and build an overall stronger development program.
1. Start with clear expectations
Clear expectations are foundational for effective performance management. Without them, your team members may be unaware of what they need to achieve or how you measure their success.
Set goals with your team members and revisit them during regular one-on-ones to gauge progress. In doing so, your team members shouldn’t be surprised if you bring up poor performance — and they may even proactively reach out for help before you approach them.
Centering performance discussions on goals is a great way to provide objective feedback so you can offer guidance and measure improvement.
2. Establish trust
Trust is crucial for a productive coaching relationship. Your team members must know that you have their best interests at heart and are truly trying to help them succeed. This involves getting to know your team members personally, learning their professional goals, and sharing both praise and criticism.
Kim Scott, author of Radical Candor, says: “To have good relationships and build trust with employees, you have to be your whole self and care about each of the people who work for you as a human being. It’s not just business; it is personal, and deeply personal.” She adds, “Challenging people is often the best way to show them that you care when you’re the boss.”
3. Build a culture of feedback
Creating a culture where feedback is regularly exchanged fosters continuous improvement and open communication. It also normalizes feedback as a tool for growth rather than a sign of failure.
Encourage regular, informal feedback exchanges among your team members by making it a routine part of team meetings and one-on-ones. You should also model the behavior you want to see by actively seeking and gracefully accepting feedback yourself.
4. Make use of teachable moments
Be cognizant of real-time opportunities for learning and growth. For example, if you overhear a team member make a snarky comment on a phone call or have someone who submits a report with significant errors. Pulling your team member aside to discuss their performance soon after these incidents makes coaching more relevant and impactful.
Real-time feedback is crucial for quick corrections and learning so your team members can adjust their approach and improve their performance promptly.
5. Approach performance discussions from a place of curiosity
Leading with curiosity fosters a nonjudgmental atmosphere, encouraging open dialogue and deeper understanding.
Begin a performance discussion by sharing what you’ve observed and asking your team member to share their perspective. Use questions that encourage employees to explore their thoughts and feelings. For example, “Can you tell me more about what happened?”
Keep in mind that underperformance could be caused by something other than a lack of skill. Your team member may be going through a difficult time in their personal life or need more support in the office.
Listen to what your team members have to say. Understanding their perspective can help you gauge the full extent of the performance issue so it can be properly addressed.
6. Offer constructive feedback
Constructive feedback is essential for growth. It helps your employees understand their strengths and areas for improvement without feeling demoralized because it is specific, descriptive, digestible, and nonjudgmental.
Sharing positive observations before addressing areas for improvement helps build confidence and receptiveness.Then provide detailed examples of the behavior or performance that needs improvement, focusing on the specific actions rather than personality traits.
For example, rather than saying, “I’m really disappointed in how you handled this project. You’re not very detail-oriented,” you could say, “I appreciate the direction you’re going in with this report, but I need it to be a lot more detailed. Here are some places we need to build out further and some resources you can cite.”
7. Brainstorm solutions together
Collaboratively brainstorming solutions leverages your team member’s insights and ideas, leading to more personalized action plans and helping ensure buy-in.
Create a safe space for discussion where your team member feels comfortable sharing their thoughts and ideas. Encourage your team member to think creatively and consider various solutions to the challenges they face. Once a solution is identified, work together to outline the steps needed to implement it.
Ensure that both parties are clear on their roles and responsibilities, and establish regular checkpoints to review progress and make necessary adjustments.
8. Provide ongoing support and resources
Some performance issues can be solved with a simple discussion, while others may require ongoing support.
Plan consistent one-on-one meetings and make sure to discuss progress, address challenges, and provide additional guidance and resources as needed. In addition to coaching sessions, you may find that your team member could benefit from additional development opportunities such as mentoring and formal learning opportunities.
9. Ensure feedback and coaching is offered equitably
Women, Black and Hispanic professionals, and people over 40 systematically receive significantly lower-quality feedback at work than their coworkers. For example, Black employees get 26% more unactionable feedback than non-Black employees, despite only receiving 79% as much feedback overall. This negatively impacts their opportunities for growth.
Offering feedback, coaching, and development equitably can help ensure that all of your team members have the support they need for professional growth. Be aware of potential biases in your coaching approach and actively work to mitigate them.
10. Celebrate and reward progress
Recognizing and celebrating progress boosts morale and reinforces positive behavior, motivating employees to continue improving.
Recognize achievements, no matter how small. This can be done in team meetings, one-on-one meetings, or emails. You might also offer rewards such as bonuses, raises, or promotions as incentives for significant improvements.
Final thoughts: Effective manager coaching builds high-performing teams
Manager coaching is a powerful tool to transform an underperforming employee into a successful team member. It also strengthens relationships, boosts morale, and enhances overall team effectiveness. Getting this employee development strategy right is a worthwhile endeavor to level up your team.
