Underperforming Team Member? 5 Steps to Help Them Shine
Transform underperforming team members into stars with empathy, clear expectations, tailored training, and positive reinforcement in a supportive environment.
Recognise the complexity of underperformance of individuals, emphasising the need to focus on support and improvement rather than blame.
Outline steps for improving team member performance, including clear expectations, tailored training, adequate resources, soft skill development, and positive reinforcement.
Stress the importance of empathy, constructive feedback, and a supportive work environment to foster growth and positivity among underperforming team members.
Underperformance in the studio can often be a complex issue rooted in various factors that extend beyond the individual’s capabilities or efforts.
Sometimes, underperformance is rooted in the hiring process itself. We all make hiring mistakes now and then, and that’s perfectly normal.
At other times, the issue of underperformance might stem from the work environment surrounding the team members.
It’s crucial not to fall into the trap of labelling someone as an underperformer. Doing so can lead us to focus solely on their mistakes, overlooking their strengths. Feedback under such a label often aims at temporary fixes rather than addressing the underlying issues, potentially eroding the individual’s confidence.
Another trap is involving Human Resources to fix leadership gaps. I often see inexperienced leads and old-school producers attempting to fix the problem with a Performance Improvement Programme (PIP) as their opening gambit, not the last resort it should be.
Always take a moment to reflect and avoid getting caught up in such narratives or quick-fixes. Break the cycle by asking yourself, “What can I do to help them improve?”
As leaders, it’s crucial to approach such situations with empathy, understanding, and a constructive mindset. Whether the underperformance results from poor hiring decisions or the work environment, the focus should always be on support and improvement rather than blame and punishment. Here, we outline five essential steps to help an underperforming team member shine, fostering an atmosphere of growth and positivity.
1. Communicate unambiguous clarity of what is expected
The first step to getting better at anything is to have everything out in the open. You’ve got to have a straight-up chat about where things stand right now. Make sure you spell out precisely what’s expected and pinpoint where things aren’t adding up. This isn’t about pointing fingers; it’s all about laying the groundwork for making strides forward. Your team member must get the whole picture: their role, what’s expected of them, and where they need to up their game.
When it comes to doling out tasks, ensuring everyone’s on the same page about what they’re doing is crucial. For that to happen, managers need to break down each task by its:
Context (Why are we even doing this?)
Purpose (What’s the goal here?)
Quantity (How much of this do we need?)
Quality (What standard are we aiming for?)
Resources (What do we need to get it done?)
Time (When does it need to be ready by?)
2. Provide training where needed
After pinpointing areas where performance falls short, exploring avenues for training and development is essential. This exploration could lead to formal training sessions, engaging in online courses, or shadowing seasoned team members. The goal is to arm individuals facing challenges with the right tools and insights to bolster their performance.
Creating customised training agendas can enhance their competencies and self-assurance in their designated role.
It’s also worthwhile to revisit their initial onboarding materials. Check for any identified training needs that might have been overlooked or not pursued further.
If a personal development plan is in place, evaluate their progress. These plans and onboarding documents often highlight critical areas for development that, if ignored, can lead to underperformance.
If onboarding documentation and personal development plans are missing, this might illuminate a more profound, systemic issue contributing to performance challenges. Addressing this foundational gap can resolve broader concerns and enhance overall team efficacy.
3. Identity if they have adequate resources to do the job
The hidden culprit behind underperformance is the scarcity of adequate resources. This shortfall can manifest in various forms: the absence of vital tools, an inadequately allocated timeframe for pivotal tasks, or a lack of support from fellow team members. Leaders must meticulously evaluate and guarantee that every team member is equipped with the essentials for success.
Implementing a Gemba walk, derived from Lean management principles, can significantly bolster the efforts to provide team members with the necessary resources for optimal performance. Leaders gain firsthand insight into their teams’ challenges and resource gaps by walking the floor, observing processes, and engaging directly with team members in their work environment. This proactive approach allows for the immediate identification and resolution of issues that hinder performance, fostering a culture of continuous improvement and support. Through Gemba walks, leaders demonstrate their commitment to addressing resource needs and unlock the potential for enhanced team performance and productivity.
By ensuring access to the appropriate resources, leaders can pave the way for unlocking an individual’s latent potential, thereby catalysing notable enhancements in their performance. This approach not only aids in addressing the immediate issues of underperformance but also fosters an environment where every team member can thrive and contribute to their total capacity.
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4. Address deficiencies in soft-skills
While technical skills are essential for specific job functions, soft skills play an equally crucial role in navigating the complex interpersonal dynamics of teamwork. Therefore, addressing deficiencies in soft skills is vital for enhancing individual performance and securing the team’s overall success.
Communication issues stemming from inadequate skills can lead to misunderstandings, unclear instructions, and unmet expectations, ultimately impacting team efficiency. An individual’s struggle to convey ideas or feedback clearly can result in critical information being lost or misconstrued. Similarly, a lack of teamwork skills can create friction, trigger conflicts, and disrupt team cohesion, potentially turning the underperforming individual into a bottleneck and hindering the team’s progress.
Furthermore, resistance to change, rooted in poor adaptability and a closed mind towards feedback, can significantly impede individual growth and broader organisational progression. This resistance makes it challenging to adapt to new processes, technologies, or methodologies crucial for advancement.
Targeted training programmes focusing on developing communication, teamwork, emotional intelligence, problem-solving, and adaptability can be highly effective. These programmes should offer practical exercises and real-life scenarios, encouraging participants to practice and refine these skills in a supportive environment.
Fostering a culture of feedback within the team is essential. Leaders should establish regular check-ins and performance reviews focusing on technical and soft skills development. By providing constructive feedback in a timely and respectful manner, leaders can help individuals recognise areas for improvement and offer guidance on enhancing their interpersonal skills.
Mentoring and coaching can play a significant role in addressing soft skill gaps. Pairing individuals with mentors or coaches who excel in soft skills can provide them with role models and a direct source of advice, insights, and strategies for improvement. This one-on-one support can be instrumental in helping individuals understand the impact of their behaviour on others and learn new ways to interact more effectively within the team. By implementing these strategies, individuals can overcome their soft skills deficiencies, leading to improved performance and a more dynamic team environment.
5- Keep momentum with positive reinforcement
Motivation is the lifeblood of overcoming underperformance. When team members feel uninspired or discouraged, their ability to thrive significantly diminishes. Therefore, fostering a culture of positive reinforcement becomes crucial in propelling individuals and the team towards success.
Recognise and acknowledge progress along the way. A simple “well done” or a public shoutout for a job well done can make a world of difference. It demonstrates that their efforts are seen, valued, and appreciated. This positive reinforcement fosters motivation, reinforcing the belief that their contributions make a real impact.
Furthermore, celebrating small wins creates a sense of accomplishment and positivity in the team dynamic. This can be as simple as recognising a milestone achievement during a team meeting or enjoying a shared cup of coffee to commemorate progress. These celebratory moments, however small, boost morale and build confidence, propelling both individuals and the team forward with renewed enthusiasm.
By incorporating these strategies, you can create a positive feedback loop that motivates individuals to strive for improvement. They will see that success is possible, celebrated, and encouraged, leading to a more engaged, motivated, and thriving team environment.
The journey from underperformance to shining performance is a collaborative effort between the leader and the team members. By focusing on constructive feedback, clear communication, and practical steps forward, leaders can transform challenges into opportunities for growth. The goal is not to punish but to support and build — enhancing confidence, capability, and overall team performance one step at a time.
Thank you for sharing! Leading teams is not easy, esp dealing with different personality types, etc. I also plan to write about my experiences from the perspective of an introverted leader some time soon.