Poor performance isn’t random. It stems from deeper factors, whether a lack of motivation, ability, or personal challenges. As a leader, tackling underperformance is one of the most sensitive yet impactful tasks you’ll face.

Avoiding these conversations only perpetuates the problem, sending the wrong message to your team.

So, how do you effectively manage performance issues in your organization?

Let’s explore this scenario: Daniel, a longtime asset to Happy Clients, has recently started underperforming. He’s consistently late, falling behind on production goals, and his attitude is straining team morale. With these warning signs, it’s time to intervene with a performance meeting.

How can you prepare for the meeting to support and guide Daniel towards improvement in a constructive way?

Here’s a 10-step guide to addressing performance challenges:

1. Schedule the Meeting Thoughtfully Send a calendar invite with a clear agenda three days in advance, allowing the employee time to prepare. Consider giving a heads-up about the invite to prevent surprises.
   
   Tip: Prep the agenda to maintain focus and clarity.
   
   
2. Start on a Positive Note Ease into the conversation with encouraging words. Highlight their strengths and contributions before addressing challenges.
   
   Tip: Balancing feedback builds trust and sets the tone for improvement.
   
   
3. Encourage Self-Assessment Ask the employee to evaluate their own performance. This invites them to reflect and raises awareness without defensiveness.
   
   Tip: Self-reflection often leads to valuable insights for both sides.
   
   
4. Address Specific Issues Articulate the concerns clearly with concrete examples. Then, invite them to share their perspective and context.
   
   Tip: Focus on open dialogue instead of assumptions.
   
   
5. Keep the Discussion Professional Discuss behavior and outcomes—not personal traits. Objectivity ensures the conversation feels constructive rather than personal.
   
   Tip: If personal matters come up, tread sensitively and offer support.
   
   
6. Highlight Facts and Evidence Use measurable examples to clarify concerns. For instance, present recent metrics, reports, or feedback.
   
   Tip: Be prepared with supporting documents to ground the discussion.
   
   
7. Draw Connections to the Bigger Picture Help the employee see how their performance impacts their team and the organization’s goals. Inspire alignment with the mission and values.
   
   Tip: Linking roles to organizational impact fosters accountability.
   
   
8. Respond to Challenges and Resistance Be ready for disagreement or excuses. Acknowledge their concerns respectfully while reinforcing your key points.
   
   Tip: Frame resistance as an opportunity to identify barriers and solutions.
   
   
9. Set Clear Next Steps Collaborate on an improvement plan, setting actionable goals and expectations. Ensure mutual agreement to avoid misinterpretation.
   
   Tip: Offer your support and discuss specific resources for their success.
   
   
10. Follow Up Regularly Progress takes time. Schedule future meetings to monitor improvements and maintain momentum.
    
    Tip: Celebrate small wins to keep morale high and build confidence.

Addressing performance issues isn’t just about correction, it’s about fostering growth. By approaching challenges with respect, positivity, and clear communication, you empower your team to succeed.