Managing difficult employees can be a challenging task for HR and leadership teams. As such, it's important to approach these situations with empathy, patience, and a willingness to listen.
In this article, I will explore several tactics that can help managers effectively manage defiant employees. I discuss how adjusting job responsibilities to leverage strengths, temporarily overlooking negative behavior, and considering whether resistance is appropriate can help employees become more productive and engaged. Additionally, I provide some additional tips on how to manage difficult employees effectively.
Tips and Tactics To Deal With Difficult Employees
I know firsthand that managing difficult employees can be a daunting task. It can be tough to deal with employees who exhibit defiant behavior, but it's important to remember that every employee has something to offer. As such, the goal should be to get the best from them. In this article, we'll explore three tactics that can help you manage defiant employees effectively.
The first tactic is to adjust the employee's job responsibilities to leverage their strengths. For example, if an employee has deep technical expertise but lacks management skills, consider putting them in a subject matter expert role. This will allow them to focus on what they do best while avoiding areas where they may struggle. By doing so, you can help them build their confidence and become more productive.
The second tactic is to temporarily overlook negative behavior while the employee adjusts to new circumstances. Some employees become oppositional when they feel insecure, especially if their role is changing. By giving them time to adjust, you can help them settle into their new role and become more familiar with the new expectations. Once they feel more comfortable, you can then work on stylistic problems that may have arisen.
The third tactic is to consider whether the employee's resistance is appropriate. Sometimes, employees resist change because they have legitimate concerns. For example, they may be pointing out process changes that need to be made or alerting you to problems that no one else is willing to raise. As such, it's important not to outright dismiss negative behavior but also not to let it go on too long. Instead, take the time to listen to the employee's concerns and address them appropriately.
It's also important to remember that, despite your best efforts, some employees may not be a good fit for the organization. If none of the above tactics work, it may be time for the employee to move on. This can be a difficult decision to make, but it's important to remember that it's for the good of the organization as a whole.
Specific Examples of these Tips and Tactics
Now, let's take a closer look at each of these tactics and provide some specific examples.
Adjust Job Responsibilities to Leverage Strengths: One of the most effective ways to manage a defiant employee is to adjust their job responsibilities to leverage their strengths. For example, if an employee is struggling with management responsibilities but excels in a technical role, consider shifting their responsibilities to focus more on their technical expertise. By doing so, you can help them build their confidence and become more productive.
Let's say you have an employee named John who has been struggling in his management role. He's been with the company for several years and has a deep understanding of the technical aspects of the business. However, he's been struggling to manage his team effectively, which has led to some conflicts within the department.
To address this, you might consider shifting John to a subject matter expert role. In this role, he would be responsible for providing technical expertise to the team, but he would not have any direct management responsibilities. This would allow him to focus on what he does best while avoiding areas where he may struggle. By doing so, you can help him build his confidence and become more productive.
Temporarily Overlook Negative Behavior: Sometimes, employees become oppositional when they feel insecure, especially if their role is changing. In such cases, it can be helpful to temporarily overlook negative behavior while the employee adjusts to their new circumstances.
Let's say you have an employee named Sarah who has been with the company for several years. Recently, her role has changed, and she's been struggling to adjust to the new expectations. As a result, she's become more negative and oppositional in meetings and interactions with her colleagues.
In this situation, it may be helpful to give Sarah some time to adjust to her new role. During this time, you could temporarily overlook her negative behavior while she settles in and becomes more familiar with the new expectations. Once she feels more comfortable, you can then work on stylistic problems that may have arisen.
Consider Whether Resistance is Appropriate: Sometimes, employees resist change because they have legitimate concerns. As such, it's important to consider whether their resistance is appropriate. For example, they may be pointing out process changes that need to be made or alerting you to problems that no one else is willing to raise.
Let's say you have an employee named Mark who has been with the company for several years. Recently, the company has implemented a new process that Mark feels is inefficient and could be improved. As a result, he's been resistant to the change and has been vocal about his concerns.
In this situation, it's important to listen to Mark's concerns and address them appropriately. You may find that his concerns are valid and that the new process needs to be revised. By addressing his concerns, you can help him feel heard and valued, which can go a long way in improving his attitude and behavior.
Specific Principles to Consider
Here are some general principles to consider when managing difficult employees:
Set clear expectations: It's essential to set clear expectations and goals for your employees. When expectations are not met, it can lead to conflict and frustration. Make sure your employees understand what is expected of them, and provide them with the necessary resources to meet those expectations.
Provide regular feedback: Regular feedback is essential to help employees understand how they are performing and identify areas for improvement. Make sure to provide specific feedback and be open to receiving feedback from employees as well.
Offer support and resources: Sometimes employees struggle because they lack the necessary resources or support. Make sure to offer the resources and support they need to succeed. This could include training, mentorship, or additional staff to help with workload.
Address issues promptly: When issues arise, it's important to address them promptly. If left unaddressed, they can escalate and lead to more significant problems. Addressing issues promptly can help prevent this from happening.
Recognize and reward good behavior: Recognizing and rewarding good behavior can go a long way in improving employee morale and motivation. Make sure to acknowledge when employees do a good job and provide appropriate rewards or recognition.
Remember, managing difficult employees requires patience, empathy, and a willingness to listen. By implementing these tips, you can help your employees succeed and create a positive work environment.
How to Approach an Employee Who is Consistently Underperforming
Approaching an employee who is consistently underperforming can be a challenging task, but it's essential to address the issue promptly. As an HR and leadership consultant, I suggest the following approach:
Schedule a meeting: Schedule a private meeting with the employee to discuss their performance. Make sure to provide enough notice and let the employee know the purpose of the meeting.
Provide specific examples: During the meeting, provide specific examples of the employee's underperformance. Be clear and concise, and avoid making personal attacks.
Ask for their perspective: After providing specific examples, ask the employee for their perspective. It's essential to listen to their concerns and understand any challenges they may be facing.
Work together to create a plan: Once you have identified the issues, work together with the employee to create a plan for improvement. Make sure the plan is specific, measurable, and achievable. Set clear goals and expectations.
Provide support: It's essential to provide the employee with the necessary support and resources to meet the goals outlined in the plan. This could include training, mentorship, or additional staff to help with workload.
Follow up regularly: Follow up regularly with the employee to track their progress and provide feedback. Make sure to acknowledge when the employee is making progress and provide appropriate rewards or recognition.
When approaching an employee who is consistently underperforming, it's important to be empathetic, patient, and supportive. By working together with the employee to create a plan for improvement, you can help them succeed and create a positive work environment.
Common Challenges Employees Face When Trying to Improve Their Performance
I have worked with many employees who face challenges when trying to improve their performance. Here are some common challenges that could arise:
Lack of clarity: Employees may struggle to improve their performance if they don't have a clear understanding of what is expected of them. It is essential to provide specific goals and expectations to help employees understand what they need to do to improve.
Lack of resources: Employees may not have the necessary resources or support to improve their performance. It is essential to provide employees with the resources they need to succeed, such as training, mentorship, or additional staff to help with workload.
Poor communication: Poor communication can lead to misunderstandings and frustration. It is essential to communicate regularly with employees and provide specific feedback to help them improve.
Resistance to change: Employees may resist change, which can make it difficult to improve their performance. It is essential to understand why employees may be resistant to change and address their concerns appropriately.
Personal issues: Employees may be dealing with personal issues that affect their performance. It is essential to be empathetic and provide support to help them overcome these challenges.
Improving performance is a process that takes time and effort. As a leader, it's important to be patient, supportive, and provide the necessary resources to help employees succeed. By understanding the common challenges employees face, you can help them overcome these obstacles and create a positive work environment.
Conclusion
Managing difficult employees is a challenge, but with the right tactics and approach, it can be done effectively. By adjusting job responsibilities to leverage strengths, temporarily overlooking negative behavior, and considering whether resistance is appropriate, managers can help employees become more productive and engaged. Additionally, by providing regular feedback, offering support and resources, addressing issues promptly, and recognizing and rewarding good behavior, managers can create a positive work environment that fosters growth and development. Remember, managing difficult employees requires patience, empathy, and a willingness to listen. By implementing these tactics and tips, managers can help their employees succeed and create a positive work environment for everyone.
Jonathan H. Westover, PhD is Chief Academic & Learning Officer (HCI Academy); Chair/Professor, Organizational Leadership (UVU); OD Consultant (Human Capital Innovations). Read Jonathan Westover's executive profile here.
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