How do you discuss performance issues with your team?

1 Prepare yourself and your team

Before you initiate a performance discussion, make sure you have a clear and specific purpose, goal, and agenda. Gather relevant data and evidence to support your feedback, and avoid vague or subjective judgments. Also, consider the timing and setting of the conversation, and give your team member enough notice and privacy. Finally, prepare yourself emotionally and mentally, and anticipate possible reactions and responses from your team member.

2 Start with positive feedback

One way to reduce the tension and anxiety of a performance discussion is to start with positive feedback. Recognize and appreciate what your team member has done well, and how they have contributed to the team and the organization. This can help you build rapport, trust, and confidence, and also show that you care about their development and success. However, be careful not to dilute or diminish your constructive feedback by sandwiching it between too much praise.

3 Provide constructive feedback

After acknowledging the strengths and achievements of your team member, move on to the areas that need improvement or correction. Be clear, specific, and factual about what the performance issue is, why it matters, and what the expected standard or outcome is. Use examples and data to illustrate your points, and avoid personal attacks or assumptions. Also, use a respectful and supportive tone, and focus on the behavior, not the person.

4 Listen and empathize

A performance discussion should not be a one-way lecture, but a two-way dialogue. Give your team member a chance to share their perspective, feelings, and concerns, and listen actively and attentively. Try to understand their point of view, and empathize with their emotions. Acknowledge their feelings, and validate their experiences. Avoid interrupting, judging, or dismissing what they say, and show genuine interest and curiosity.

5 Collaborate on solutions

After you have exchanged feedback and listened to each other, it is time to collaborate on solutions. Ask your team member for their ideas and suggestions on how to address the performance issue, and offer your own guidance and support. Together, agree on specific, measurable, achievable, relevant, and time-bound (SMART) goals and actions, and document them in a performance improvement plan. Also, discuss the resources, training, coaching, or mentoring that they may need or want to achieve their goals.

6 Follow up and monitor progress

The last step of a performance discussion is to follow up and monitor progress. Schedule regular check-ins with your team member to review their performance improvement plan, track their results, and provide ongoing feedback and support. Celebrate their achievements, and acknowledge their efforts and improvements. Also, address any challenges or obstacles that may arise, and adjust the plan as needed. Keep the communication open and honest, and maintain a positive and constructive relationship.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?