No matter how effective you are in the hiring process, there will inevitably be occasions when employee performance issues arise. One of the biggest mistakes employers make is waiting until performance-review time to deal with concerns.
Performance issues should be dealt with as they occur by providing
constructive feedback and coaching that will lead to improved
performance. Formal performance reviews should be focused on the future
and centred on the positive.
Under-performing employees are not going to improve unless they are
told there is an issue. To make sure the outcome if positive, you need
to have a private, face-to-face conversation with the employee that
focuses on the desired results and not their deficiencies. Before
the meeting, practise what you are going to say and adhere to the
following steps to provide constructive feedback.
- Be direct and state the reason for the meeting.
- Have your your facts straight. Know exactly what has occurred,
and don’t prejudge or rely on rumours. Describe what you
witnessed or what your investigation into the problem revealed, and
have specific examples of the behaviour occurring.
- Clearly define performance expectations; describe the consequences
of the continued behaviour and the impact on the business. State
your personal concern with the problem, reiterating that you value each
of your employees and want to see them succeed on an individual basis.
- Allow employees to give their version of events, and ask what
you and the company can do to help them improve
performance. Ask questions to ensure you understand the
employee’s perspective and to clarify what actually happened.
- Determine what training and assistance the employee may require,
and then outline specific actions that you want to see from the
employee to resolve the issue. State the consequences if the
employee doesn’t improve, the time line in which you are allowing them
to improve, and the specific date you will be following up with them to
evaluate progress. Summarize the conversation in writing, get the
employee to sign it, and keep a copy in the employee’s file.
During the period of time you are allowing the employee to improve
their performance, you should follow up with them on a regular basis,
be available to provide assistance, and be sure to praise and encourage
them when they are doing things right.
