HR Advice Hub
How To Manage Poor Performance
Managing poor performance is something most employers will face at some point. It can be frustrating, time-consuming, and sometimes uncomfortable to address.
But dealing with it early and fairly is key to maintaining a productive and positive workplace.
In this guide, we’ll walk through what poor performance looks like, how to manage it informally, and when you may need to move to a more formal process.
What Is Poor Performance At Work?
Poor performance is when an employee is not meeting the expected standards of their role.
This could include:
Missing deadlines or targets
Producing work below the required standard
Lack of attention to detail
Struggling to complete tasks independently
Not following instructions or processes
In many cases, poor performance isn’t intentional. It could be linked to:
Lack of training or support
Unclear expectations
Personal circumstances
Health or wellbeing concerns
That’s why it’s important to approach the situation with curiosity rather than jumping straight to conclusions.
Examples Of Poor Performance At Work
Poor performance can show up in different ways depending on the role, but some common examples include:
Consistently missing deadlines
Producing work that falls below the expected standard
Making frequent mistakes or lacking attention to detail
Not following instructions or agreed processes
Low productivity or lack of output
Poor communication with colleagues or managers
It’s important to look at patterns rather than one-off issues. Occasional mistakes are normal, but repeated concerns may need to be addressed.
Start With Informal Conversations
Before considering any formal action, it’s best to address concerns informally.
A simple, supportive conversation can often resolve things early.
You might:
Explain clearly what isn’t meeting expectations
Give specific examples
Ask if there’s anything affecting their work
Agree on what “good” looks like moving forward
Keeping things open and constructive helps build trust and gives the employee a chance to improve without pressure.
Set Clear Expectations And Support
If performance doesn’t improve after an initial conversation, the next step is to be more structured.
This might include:
Setting clear, measurable expectations
Agreeing realistic timescales for improvement
Providing additional training or support
Scheduling regular check-ins
It’s important that expectations are fair and achievable, and that the employee understands exactly what is required of them.
A Simple Step-By-Step Process For Managing Poor Performance
If you’re unsure where to start, it can help to follow a clear and consistent approach:
Step 1: Identify the issue
Be clear on what the problem is and gather specific examples.
Step 2: Have an informal conversation
Raise the concern early in a supportive way. Understand if there are any underlying issues.
Step 3: Set clear expectations
Explain what needs to improve and what “good” looks like.
Step 4: Provide support and monitor progress
Offer training, guidance, or adjustments where needed, and check in regularly.
Step 5: Move to a formal process if needed
If there’s no improvement, follow your formal capability or disciplinary procedure.
Taking a structured approach helps ensure the situation is handled fairly and consistently.
When Does It Become A Formal Issue?If there is little or no improvement despite support, you may need to move into a formal process.
This is where your organisation’s capability or disciplinary procedure would usually apply.
At this stage:
Concerns should be documented
A formal meeting may be arranged
The employee should be given the opportunity to respond
Outcomes and expectations should be clearly confirmed
When Poor Performance Becomes Misconduct
Sometimes poor performance overlaps with conduct issues.
For example:
Repeatedly ignoring instructions
Refusing to follow reasonable management requests
In these situations, it may be appropriate to treat the issue as misconduct rather than capability.
When Poor Performance Is A Capability Issue
In many cases, poor performance is not a conduct issue but a capability concern.
This is where an employee is willing to do their job but is struggling to meet the required standard, despite support and guidance. In these situations, a capability process is usually more appropriate than a disciplinary approach.
Do You Need To Follow A Formal Process?
In the UK, employers are expected to act fairly and reasonably when managing performance concerns.
This doesn’t mean every issue needs to go straight to a formal process, but if concerns continue, you should:
Follow your organisation’s policy
Give the employee a clear opportunity to improve
Communicate expectations and outcomes clearly
Keep a record of key conversations and decisions
If performance issues are not handled fairly, there can be risks for the business, including potential employment claims.
Keeping things consistent, documented, and supportive will always put you in a stronger position.
Common Mistakes Employers Make
Managing poor performance can be tricky, and there are a few common pitfalls to avoid:
Avoiding the issue for too long
Being unclear about expectations
Treating all situations the same
Jumping straight to formal action
Not keeping records of conversations
Taking a fair, consistent, and well-documented approach will always put you in a stronger position.
Need HR Support?
Poor performance is rarely resolved overnight, but with the right approach, most situations can improve.
Starting with supportive conversations, setting clear expectations, and following a fair process where needed will help you manage issues confidently and consistently.
And if you need support reviewing your approach, creating policies, or coaching managers through these situations, BloomHR can help.. Contact us for more information.