What to Do When an Employee Is Underperforming (Before It Becomes a Bigger Issue)

hrinsightstudio
May 6
2 min read

Underperformance is one of the most common, and often most uncomfortable, challenges managers face.

In many cases, the signs are there early on:

missed deadlines
lower quality work
changes in behaviour

But instead of addressing it, it’s often left for later.

Not because managers don’t care, but because they’re not always sure how to approach it.

Handled early, most situations are manageable. Left too long, they become more complex, more formal, and harder to resolve.

This guide focuses on what to do before things escalate.

⚠️ WHY UNDERPERFORMANCE IS OFTEN MISSED

In the early stages, it can feel unclear:

Is this a one-off issue or a pattern?
Should I raise it now or wait?
What if I’m overreacting?

Because of this uncertainty, managers often wait for “more evidence”, which delays action.

🧩 STEP 1: IDENTIFY WHAT’S ACTUALLY NOT WORKING

Before raising anything, be clear on:

👉 What specifically is not meeting expectations?

Focus on:

outcomes (missed deadlines, quality issues)
observable behaviours

Avoid:❌ vague statements like “performance isn’t great”

🗂️ STEP 2: CHECK EXPECTATIONS ARE CLEAR

Before assuming underperformance, ask:

👉 Have expectations been clearly communicated?

Consider:

Was the task clearly explained?
Were deadlines realistic?
Has the employee done this before?

Sometimes the issue isn’t performance — it’s clarity.

💬 STEP 3: HAVE AN EARLY, INFORMAL CONVERSATION

Not every situation needs to start formally.

An early conversation can be:

low-pressure
open
focused on understanding

👉 Example:

“I wanted to check in on how things are going with [task/project] — I’ve noticed a couple of things and wanted to talk them through.”

👂 STEP 4: UNDERSTAND BEFORE YOU DECIDE

Often, there’s more behind the situation:

workload issues
lack of training
personal circumstances
misunderstandings

👉 This step is key: Don’t jump straight to conclusions.

🧭 STEP 5: RESET EXPECTATIONS CLEARLY

After the conversation:

be clear about what “good” looks like
confirm expectations
agree realistic next steps

👉 This removes ambiguity and sets a clear direction.

🔁 STEP 6: FOLLOW UP

One conversation is rarely enough.

check progress
provide feedback
reinforce expectations

👉 This shows consistency and support.

🚫 COMMON MISTAKES

Waiting too long to act
Avoiding the conversation altogether
Being unclear about expectations
Going straight to formal processes too early

💡 FINAL THOUGHT

Underperformance is much easier to manage when it’s addressed early.

Most situations don’t require immediate escalation, they require:

👉 clarity👉 consistency👉 and a timely conversation

📩 CTA

If you’re dealing with a performance issue and not sure how to approach it, feel free to get in touch or explore how I support managers and businesses:

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