Motivating Your Team: A Manager's Guide to Overcoming Underperformance and Boosting Morale

As a new manager or an inexperienced leader, how do you deal with a situation where some of the team members are unable or unmotivated to complete the task?

Let's start by identifying the main reasons why teams lack motivation, which can result in low output, subpar work, and high employee turnover. Some of the key causes are:

1. Unclear Goals and Expectations: Team members may find it hard to stay motivated if they do not grasp what is required of them or the overall goals they are working towards.
2. Lack of Autonomy: When individuals feel they have little say in their work or believe their input is not appreciated, motivation can decrease.
3. Lack of Recognition and Appreciation: Not recognising or valuing team members' contributions can result in disengagement.

As an inexperienced manager, it's critical to approach difficult situations with composure and strategy, concentrating on both the short-term results and the long-term development of your team. Here's how to handle it:

1. Assess the Situation

• Identify the Root Cause: Try to understand why the team members are not meeting the standard or are unwilling to do the work. Is it due to a lack of clarity, insufficient skills, low motivation, or external factors affecting performance?
• Understand Individual Issues: Speak with team members privately to understand their concerns, limitations, or reluctance.

2. Communicate Clearly with Your Boss

• Be Transparent: Immediately inform your boss about the challenges your team is facing. While it's important to acknowledge the missed deadline, show that you're taking action to resolve the issues.
• Provide a Plan: Present a clear plan for how you will meet the revised deadline, what steps you're taking to address the team’s challenges, and how you intend to prevent future delays.

3. Empower the Team

• Provide Clear Expectations and Goals: If there’s confusion about what’s expected, communicate clear and achievable goals. Ensure each team member understands their role and the importance of their contribution.
• Offer Support and Training: If skill gaps are part of the problem, consider providing training, guidance, or pairing less skilled individuals with those who have the necessary expertise.
• Encourage Autonomy: Give team members some control over their tasks and the way they approach them. Autonomy can help increase motivation and accountability.

4. Address Low Motivation

• Find the Root of Demotivation: Engage in one-on-one conversations to uncover the reasons behind any lack of enthusiasm. Is it burnout, poor team morale, or lack of personal connection to the project?
• Incentivise Results: Consider offering incentives (e.g., recognition, small rewards) for meeting deadlines or achieving milestones. Positive reinforcement can help improve motivation.
• Provide Feedback: Regular, constructive feedback is important. Acknowledge what is being done well and provide guidance on areas for improvement.

5. Manage Underperformance

• Have Difficult Conversations: For consistently underperforming team members, initiate direct and candid conversations with them. Discuss how their performance is impacting the team and the project. Explore solutions and provide the necessary support.
• Set Clear Expectations for Improvement: If performance doesn’t improve, set specific, measurable goals and timelines for improvement. Be firm but supportive.

6. Create a Supportive Work Environment

• Build Trust and Relationships: As a new manager, building rapport and trust with your team is essential. Regularly check in with them, ask for feedback, and show genuine care for their well-being and success.
• Lead by Example: Show your team that you're committed to the project’s success and are willing to put in the work. Demonstrate resilience, focus, and a positive attitude, even in the face of challenges.

7. Prioritise and Delegate

• Manage Priorities: Assess which tasks are most crucial to meeting the deadline and focus your team’s efforts on these. Avoid overloading the team with unnecessary tasks that distract from the immediate goal.
• Delegate: If possible, delegate tasks based on individual strengths and capabilities. The more you delegate effectively, the more empowered your team will feel, and the more they’ll be able to accomplish.

8. Manage Your Stress

• Maintain Calmness: Stress and pressure from your boss can easily affect your team, so managing your stress is important. Take short breaks when needed, stay organised, and keep a positive outlook.
• Seek Support: If you're struggling, seek support from mentors or other colleagues. Being a new manager can feel isolating, but seeking guidance can help you overcome challenges.

In conclusion, to manage underperformance, have difficult conversations with team members, set clear expectations for improvement, create a supportive work environment, build trust, and lead by example. Prioritise tasks based on individual strengths and capabilities, and delegate tasks based on team strengths. Manage stress by taking short breaks, staying organised, and maintaining a positive outlook. Seek support from mentors or colleagues if needed, as being a new manager can feel isolating but can help overcome challenges.