Tackling Underperformance

 

At Ashfield HR, we understand how challenging it can be to address underperformance in the workplace. It's one of the most uncomfortable areas of people management, and yet, when handled well, it can be one of the most transformative. 

 

In our recent webinar, Managing Underperformance in the Workplace, our Employee Relations Lead, Karen Hemphill, shared practical strategies to help managers recognise and address performance issues early—before they escalate. If you missed it, here’s a summary of the key takeaways. 

 

Underperformance often begins quietly. It might look like missed deadlines, a dip in the quality of work, or someone withdrawing from team activity. These signs are easy to overlook, especially when things are busy. But recognising them early can make all the difference. When we act early, we open the door to supportive conversations and practical solutions—before resentment builds or performance dips further. 

 

When underperformance isn’t tackled, it doesn’t just affect one person. The knock-on effect is felt across the team. Colleagues begin to feel frustrated and overstretched. Productivity drops. Morale suffers. And ultimately, the business pays the price—both financially and culturally. Left unaddressed, the issue can quietly unravel the trust and cohesion within a team. That’s why it’s so important for leaders to face it head-on, even if it feels uncomfortable. 

 

So, why do so many managers hesitate? For many, it’s fear—of confrontation, of saying the wrong thing, or of ending up in legal trouble. Others feel unsure how to begin the conversation or doubt that anything will change. It’s also common to hear managers say, “They’ve been here too long to change,” or “It’s just not worth the hassle.” But these beliefs often do more harm than good. In fact, with the right approach, change is not only possible—it’s often welcomed. 

 

When it comes to managing underperformance, success begins with clarity and consistency. Setting clear expectations from the outset gives everyone a shared understanding of what’s needed. From there, regular and constructive feedback is vital—not just when things go wrong, but also when progress is made. 

 

Empathy plays a crucial role too. People rarely underperform intentionally. There may be underlying personal challenges or a mismatch in skills and role expectations. Listening, supporting, and understanding the root cause can shift the entire conversation. 

 

A practical action plan with defined goals, open communication, and a focus on progress (not just problems) helps keep things on track. And of course, documenting everything along the way protects both you and the employee, should things escalate. 

 

While proactive steps are important, there are also some common pitfalls that can derail the process. Ignoring the issue, making it personal, or waiting too long are easy traps to fall into. Similarly, vague feedback, overly negative language, or failing to follow through can damage trust and make resolution harder. Respect, fairness, and clarity are your allies here. 

 

The heart of managing underperformance lies in the conversation. It’s easy to put off, but facing it with courage and care makes all the difference. Start by setting a clear intention: What’s the purpose of this discussion? What outcome are you hoping for? 

 

Then begin with empathy. Acknowledge the person’s perspective and create a space for open dialogue. Share your view clearly and honestly, and invite collaboration. What support do they need? What could be done differently? Finish with encouragement and a commitment to next steps. And most importantly, follow up. One good conversation is a start, but it’s the ongoing commitment that leads to change. 

 

Managing underperformance well starts with clarity and empathy. Here’s our proven 8-step approach: 

 

There are some persistent myths around underperformance that we love to bust. It doesn’t take as long as people think—especially when dealt with early. You can dismiss someone for underperformance, provided the process is fair and well documented. Raising concerns about someone's weaknesses won’t automatically lead to a legal claim, and yes, long-serving employees can change with the right support and challenge. 

 

If you’re facing a tricky situation, you don’t have to do it alone. Our Ashfield HR support packages are designed to give managers peace of mind, practical tools, and expert guidance. Whether you’re looking for first-line HR advice, help drafting letters, or support through formal processes, we’re here to help. 

 

We also offer a free upcoming webinar on Managing Difficult Conversations, which is often the starting point for tackling performance issues. Join us on Wednesday 18th June, 1:00–1:30pm for practical tips on handling challenging conversations with confidence and compassion. 

 

To sign up click here or learn more about our support packages, visit ashfieldhr.co.uk or email us at info@ashfieldhr.co.uk.