Staff Issues At Work? What To Check Before Taking Action

When a staff issue arises, it can be difficult to know what to do first.

Some employers act too quickly, and others delay things for too long, hoping the problem will resolve itself.

In reality, many staff issues escalate not because of the issue itself, but because early steps are missed or handled inconsistently.

This practical checklist is designed to help small business owners pause, sense-check the situation and take a fair, proportionate approach before taking action.

Start By Clearly Identifying The Issue

Before doing anything else, ask yourself whether you can clearly describe the problem.

Is the issue about performance, conduct, attendance or behaviour? Can you explain what has happened using facts rather than assumptions or opinions?

If the concern feels vague or hard to put into words, it’s usually a sign that more clarity is needed before any action is taken.

Check Whether The Employee Knows There Is A Concern

Before moving forward, consider whether the issue has been raised directly with the employee.

Have expectations been explained clearly? Has the employee had a chance to respond or give their side of the story?

Employees can’t be expected to correct an issue they haven’t been told exists.

Consider Whether This Is A One-Off Or Part Of A Wider Pattern

Next, look at the bigger picture.

Is this an isolated incident, or has it happened before? If there have been previous issues, were they raised at the time, and was any follow-up agreed?

Patterns matter when deciding next steps, particularly if informal conversations haven’t led to improvement.

Sense-Check Consistency and Fairness

Consistency is critical when managing staff issues.

Think about how similar situations have been handled in the past. Are you treating this employee differently from others, even unintentionally? Could inconsistency create resentment within the team or increase the risk of a complaint later on?

Being consistent protects both fairness and trust.

Review Your Policies and Contracts

Before taking action, it’s important to check your own documentation.

Are there relevant policies in place? Do contracts or procedures set out how issues should be handled? Acting outside your own policies is one of the easiest ways to undermine a process, even when intentions are good.

Decide Whether An Informal Conversation Is Appropriate

Not every issue needs to start with a formal process.

In many cases, a calm, informal conversation is the most effective first step. This allows expectations to be clarified, support to be offered, and issues to be addressed early, before they escalate unnecessarily.

Formal action should always be proportionate to the situation.

Make Brief Notes, Even At An Early Stage

Keeping short notes of what was discussed, when conversations took place, and any agreed actions can be incredibly helpful later on.

This doesn’t need to be complicated or time-consuming. It’s about clarity, continuity, and protecting your business if the issue progresses.

Know When To Get Advice

Finally, ask yourself whether advice would be helpful before moving forward.

If an issue feels complex, sensitive, or high risk, getting guidance early can prevent mistakes and give you confidence that you’re handling things fairly and correctly.

Most staff issues don’t start as serious problems. They grow when they’re unclear, avoided, or handled inconsistently.

Using a simple checklist like this can help you slow down, take a balanced view, and choose the right next step for both your business and your people.

Need Further Help?

With early action, clear communication and the right support, most employee issues can be resolved positively and professionally. Get in touch with us today to understand how we can help.