I wonder how to address underperformance in the workplace?

Underperformance in the workplace is something that most employers will encounter at some stage. While many organisations invest significant time in recruitment and training, even the most capable employees can experience periods where their performance falls below expectations.

Research from the CIPD consistently highlights performance management as one of the most common challenges facing UK employers. Left unaddressed, underperformance can impact productivity, place additional pressure on colleagues, and create frustration for managers who may feel unsure how to tackle the issue fairly and effectively.

However, addressing underperformance does not always need to start with formal action. This article will discuss possible reasons for poor performance and explain how to effectively manage an employee's performance.

Understanding the reasons behind poor performance

Before taking action, it is essential to consider why performance may have declined. Underperformance is not always the result of a lack of effort or capability; in many cases, underlying factors need to be addressed.

For example, employees may be unclear about what is expected of them in their role. This can happen where responsibilities have evolved over time, targets have not been communicated clearly, or managers have assumed that expectations are understood without explicitly discussing them.

In other situations, external factors such as personal challenges, health concerns, or excessive workloads may be affecting an employee’s ability to perform. A lack of training or support can also leave employees feeling overwhelmed or ill-equipped to perform certain tasks. Taking the time to explore these possibilities through open and supportive conversations can often reveal practical solutions that improve performance without the need for formal intervention.

The importance of early conversations

When managers notice signs of underperformance, addressing the issue early is usually the most effective approach. Avoiding the conversation or hoping that the situation will improve on its own can allow problems to become more entrenched.

An informal discussion can provide an opportunity to raise concerns constructively while also allowing the employee to share their perspective. These conversations should focus on specific examples of performance issues rather than general criticism, helping the employee understand exactly where expectations are not being met.

Equally, it is important that the tone of these discussions remains supportive. The aim at this stage should be to understand the situation and explore how performance can be improved, rather than assigning blame.

How can I manage underperformance?

Here are some ways to help support employees and manage their performance:

• Set clear, measurable expectations: Employees should understand what improvements are required of them and when they are expected.
   
• Additional Support: Providing extra training and further clarity on policies and procedures will help employees understand exactly what is being asked of them.
   
• Regular catch-ups: Having one-to-one meetings regularly with the employee will help measure their performance, and will give them an opportunity to raise anything they are concerned about.

If performance does not improve despite informal support and guidance, employers may need to move to a more formal capability process. This typically involves structured meetings, documented performance concerns, and a clear improvement plan with defined review periods. Where improvement still does not occur, the process may ultimately lead to further action, which in some cases could include redeployment or dismissal on the grounds of capability. However, this should generally be considered a last resort after reasonable support and opportunities to improve have been provided.

Conclusion

Addressing underperformance can be challenging, but avoiding the issue rarely leads to positive outcomes. By identifying concerns early, having open conversations, and setting clear expectations, employers can often resolve performance issues before they escalate. Taking the time to understand the underlying causes and providing appropriate support can make a significant difference in helping employees improve and regain confidence in their role.

Where improvements are not achieved despite reasonable support, a formal capability process may be necessary. Ensuring that these procedures are applied fairly and consistently helps protect both the organisation and the employee while maintaining clear standards of performance in the workplace.

Further Advice

If you have any queries on this topic or any other employment-related matters, our Peace of Mind Team is here to provide expert guidance. Our Document Audit Team can also assist in drafting relevant workplace policies.

Contact our Employment Team by emailing employment@warnergoodman.co.uk or calling 023 8071 7717.

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