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Managing underperforming employees can be one of the toughest challenges a leader faces. You want to help them improve, but you don’t want to crush their confidence in the process. The good news is, you can boost employee performance while maintaining their self-esteem—without the harshness of traditional management tactics. By using the right strategies, you can turn struggling employees into high performers and create a more motivated team.
Unfortunately, many managers skip these crucial steps, resorting to criticism or ignoring the issue entirely, which only makes things worse.
Why Many Managers Struggle with Underperformers
They fear damaging an employee’s confidence by offering feedback.
Managers often lack the right coaching underperforming employees strategies.
They don’t know how to provide constructive criticism in the workplace.
They focus too much on outcomes instead of supporting struggling employees.
They believe they need to be tough instead of providing employee motivation strategies.
Don’t worry! In this post, you’ll learn the right steps to manage low-performing employees and turn them into valuable contributors without ever damaging their confidence.
Step 1: Focus on Coaching, Not Criticizing
When you’re managing underperforming employees, the key is to focus on coaching rather than criticizing. When done correctly, coaching is a powerful tool that helps employees understand where they need to improve and how they can grow. The goal is to provide support, not to make them feel bad about their performance.
Why It’s Important: Coaching motivates employees to improve by providing them with actionable feedback and support. It shows that you believe in their ability to grow.
What to Do: Start by having a one-on-one conversation where you can discuss specific areas where the employee needs to improve. Use performance feedback techniques that are clear, direct, but also supportive. For example, instead of saying “Your reports are always late,” try “I’ve noticed that you’ve had some challenges meeting deadlines. Let’s work together to set some goals and find ways to manage your time better.”
Example: A project manager used coaching with an underperforming team member. Instead of focusing on missed deadlines, the manager asked the employee what challenges they were facing and how they could work together to improve. The team member felt supported and motivated, and within a few weeks, performance improved.
Step 2: Give Constructive Feedback with Empathy
The second step is about giving feedback in a way that builds confidence, not destroys it. Too many managers give feedback without thinking about how it will impact the employee’s self-esteem, which can lead to disengagement.
Where People Go Wrong: Many managers dive into the “what” and forget about the “how.” They give blunt feedback without acknowledging effort or expressing belief in the employee’s potential. This can leave the employee feeling deflated and less motivated.
What to Do: Use the SBI Model—Situation, Behavior, and Impact. First, describe the situation, then the behavior, and finally the impact it had on the team or project. This approach makes feedback feel less like an attack and more like a collaborative conversation. Always offer solutions and ways to improve instead of just pointing out the problems.
Quick Tip: Ask open-ended questions like, “What do you think is getting in your way?” This makes the conversation more about helping the employee find solutions, not just giving them more criticism.
Step 3: Set Clear Goals and Provide Regular Support
The third step is to help employees improve by giving them clear goals and consistent support. It’s not enough to just point out what needs to improve—you need to set them up for success by providing the tools, guidance, and regular feedback they need.
Why It’s Vital: Clear, achievable goals help employees stay focused and motivated, while regular check-ins ensure they know they’re on the right path.
What to Do: Work with your employee to set SMART goals—Specific, Measurable, Achievable, Relevant, and Time-bound. Make sure to check in frequently to track their progress. Show them you’re invested in their growth by offering feedback and resources, whether it’s training or mentorship.
Example: A sales manager worked with an underperforming rep to set specific targets for improving sales calls. By breaking down the task into manageable steps and checking in weekly, the rep’s performance drastically improved. The manager also celebrated small victories, reinforcing the employee’s progress.
Step 4: Use Positive Reinforcement to Build Confidence
Finally, positive reinforcement is one of the best ways to build confidence in underperforming employees. Recognizing their efforts, even in small ways, will encourage them to keep pushing forward. People thrive when they feel acknowledged, and this is especially true for employees who may be struggling.
Why It’s Crucial: Positive reinforcement boosts morale and encourages a growth mindset. Employees will feel more confident and motivated to keep improving when their efforts are recognized, even if they’re not yet perfect.
What to Do: Take time to acknowledge progress. For example, when an underperformer hits a small milestone, celebrate it! Whether it’s completing a project or improving a skill, make sure to praise their hard work and progress. This can be as simple as a “Thank you” or a more formal recognition like an employee of the month award.
Pro Tip: Positive reinforcement doesn’t just mean praising results; it can also mean praising effort, dedication, and resilience. This helps employees feel valued for trying, even if they haven’t yet achieved the desired outcome.
Let Frameworks Inc. Help You Manage Underperformers
Managing underperformers without damaging their confidence is a skill every great leader should master. At Frameworks Inc., we provide the coaching and tools you need to implement effective employee performance management strategies. Whether you’re looking to improve team performance, boost employee motivation, or support struggling employees, we’ve got the expertise to help.
Managing underperformers doesn’t have to mean crushing their confidence. By using coaching, constructive feedback, clear goals, and positive reinforcement, you can guide your employees to success while keeping their spirits high. Start today, and you’ll create a motivated, high-performing team in no time! Contact us today to learn how we can help you develop leadership strategies that empower employees to reach their full potential, without sacrificing their confidence.
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