Part 3. Turning Underperformance into Opportunity

A Guide to Effective Coaching, Feedback, and Management Practices. #leadership #performance #employeeperformance #underperformance #chatGPTperformanceresource #coaching #management

Addressing underperformance through coaching, feedback, and improved management practices can help mitigate the effects of underperformance and foster a more positive, productive team environment. Here's a guide on how to tactfully address underperformance:

1. Early Identification and Intervention:

• Monitor Performance Continuously: Regularly review employee performance to identify deviations from expected standards early. Remember to tie performance standards and key performance indicator measurements so you can use fact-based decision-making on performance.
• Be Proactive: Address the issues as soon as you notice them. Delaying can make the problem worse and more challenging to resolve. It won't go away by itself (Sorry, but it's true.)

2. Prepare for the Discussion:

• Gather Facts: Collect specific examples of underperformance to provide concrete evidence during the discussion.
• Understand the Context: Consider external performance factors, such as personal issues or workplace changes. Always ask yourself, "What is the problem behind the problem? Is this the real problem?"

3. Conduct a Constructive Conversation:

• Private Setting: Have the conversation in a private and neutral setting to ensure the employee feels comfortable and secure. You don't want your discussion to be overheard by other employees.
• Be Empathetic and Respectful: Start the conversation with empathy. Show understanding and respect for the individual's feelings and perspectives. If you've ever been on the other side of the desk when the supervisor delivers "bad news," you know what it feels like.
• Be Clear and Specific: Clearly articulate the areas of underperformance and how they deviate from expected standards or KPIs. Performance standards, KPIs, measurement, and Individual Development Plans are key resources.
• Listen Actively: Give the employee a chance to explain their side. You may be unaware of factors contributing to the underperformance. Use the feedback loop, "What I hear you saying is . . . " and let them respond to its accuracy.

4. Collaborative Problem-Solving:

• Identify Obstacles: Discuss and identify the root causes of underperformance. It could be a lack of resources, training, personal issues, or unclear expectations. Always ask yourself, as the supervisor, "Have I provided everything this employee needs in resources, mentoring, and feedback?"
• Develop an Action Plan: Work together to create a realistic improvement plan. Set achievable goals and provide the necessary support, such as additional training or mentorship. This can be "codified" in an Action Plan or an Individual Development Plan.
• Offer Resources and Support: Ensure employees can access the necessary resources and support to improve performance. Organize your resources so they are readily available and easy to find on your intranet.

5. Follow-up and Ongoing Support:

• Regular Check-ins: Schedule follow-up meetings to discuss progress, offer feedback, and adjust the action plan.
• Positive Reinforcement: Recognize and appreciate improvements, no matter how small. This can boost confidence and motivation. Celebrate small wins!

6. Align with Organizational Goals:

• Reiterate Organizational Objectives: Help employees understand how their roles and performance align with the organization's goals. Have you shared the organizational goals with them? What are the department's goals? Do they tie into government or organizational requirements and measurements?
• Cultivate a Shared Vision: Foster a sense of shared purpose and collaboration towards achieving organizational objectives. What do you see as the vision of your department's achievements for this year?

7. Documenting the Process:

• Keep Records: Document all discussions and agreed-upon action plans. This can be useful for tracking progress and any future references. Organize your notes so they are accessible. Does HR have a procedure for the records if they relate to performance?

8. Handling Persistent Underperformance:

• Set Clear Consequences: If underperformance continues despite support and interventions, be clear about the potential consequences, including reassignment, demotion, or termination. If you are in the probationary period and you see the performance is not improving, it is probably easier to terminate the employee than after the probation period has expired.
• Fair and Consistent Approach: Ensure that disciplinary actions are fair, consistent, and in accordance with company policies. Ask HR or the CEO/Executive Director for advice.

9. Promote a Positive Work Environment:

• Encourage Team Support: Foster a supportive team environment where colleagues help and encourage each other.
• Open Communication: Maintain an atmosphere of open and honest communication where feedback is constructive and focused on growth.

By tactfully and constructively approaching underperformance, managers can help individuals improve their performance, enhance team dynamics, and ensure alignment with the organization's goals. This approach promotes a positive and supportive work culture, encouraging all team members to strive for their best.

NOTE 1: To determine whether an employee is performing well, please review Parts 1 and 2 of this topic in the previous two newsletters.

NOTE 2: Click here to discover the basics of utilizing ChatGPT for performance evaluation and improvement in the assisted housing sector. You will find this webinar extremely useful whether you are a new ChatGPT user or an experienced one. There are three dates to choose from; the first is June 6! You will have access to LOADS of documents and prompts you can utilize to prepare documents for your organization. Sign up here: https://nanmckayconnects.com/enhancing-performance