Managing Difficult Employees

Bringing new employees on board is essential for growing your trade business. However, if an employee's behaviour starts to disrupt the business, harm team morale, or damage your reputation, it can become a serious challenge. Dealing with these situations isn’t easy, but it’s crucial to creating a successful business. 

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1. Signs of a difficult employee
2. Documenting employee performance 
3. How to deal with difficult employees
4. How to have a difficult conversation with an employee
5. How to handle a difficult employee long-term

1. Signs of a difficult employee

Everyone has an off day, but when you start to notice long-term behaviours that impact morale, a failure to perform or issues within the team, there may be signs that your employee is struggling or is ill-suited to the position. Recognising when these behaviours start affecting the team’s dynamic and performance can prevent more serious issues down the road and give you a chance to support your team.

Difficult employee behaviours

• Poor performance
• Negative attitude
• Challenging authority
• Lateness
• Starting 'drama' among co-workers
• Lack of accountability
• Resistance to feedback
• Disruptive in meetings
• Gossiping or spreading rumours
• Withholding important information
• Excessive complaints or grievances
• Refusal to collaborate or work in a team
• Passive-aggressive communication
• Blaming others for personal mistakes
• Constantly distracted or unfocused at work

2. Documenting employee performance 

Setting clear expectations of what an employee should expect from a new role can go a long way to resolve issues down the line. Alongside their employee contract, an Employee Handbook can help by clearly setting the expectations for an employee's behaviours and provide them with the resources and information they need to get started. 

Along the road, regularly giving performance reviews allows you to check an employee's performance against measurable goals regularly. This also gives you a structured, straightforward place and time to address issues and provide constructive feedback. If their behaviour really hits the fan, using an Incident Report Form means you can keep an accurate record of what happens, which is crucial if disciplinary actions become necessary. 

Not sure if you're ready for a new employee? Check out: How and When To Hire Your First Employee

Managing difficult employees requires a structured and empathetic approach. When issues go unresolved, team spirit suffers, potentially leading to a toxic work environment that can hurt your reputation with both clients and potential hires. Additionally, problematic behaviours often disrupts work, which causes dips in your employees' productivity and customer satisfaction.

Step 1: Identify the behaviour

Focus on specific actions rather than personality traits. For instance, create a record of behaviours like missed deadlines, poor work quality, or lack of respect during team meetings. Tradify’s Performance Review Template can be used to keep a record over time and serve as a basis for constructive discussions

Step 2: Ask questions

Understanding the underlying issues can be crucial. Is your employee going through something in their personal life? Are there unresolved conflicts within the team, or misunderstandings about their role? Sometimes, behaviour stems from unclear expectations lack of training, or genuine issues within the business. If an employee is unhappy due to unfair working conditions, this would be an opportunity for you to consider the issue seriously. 

Step 3: Give feedback 

Avoid catching your employees unaware. Give them a heads up a chat is in the cards (even if it's later the same day) in order to give them a chance to collect their thoughts. Then, choose a quiet, neutral location, approach the conversation with clear objectives, and remember that active listening is just as important as delivering your points.

Start the session by inviting the employee to share their perspective. Then, if needed, provide clear examples of their behaviour and explain your concerns. Keeping calm and asking what support they need helps to make the session more of a problem-solving discussion than a critique.

4. How to have a difficult conversation with an employee

Having a difficult conversation with an employee requires tact, empathy, and focus. Avoid personal judgments — stay focused on behaviours and job performance. Clarity is kindness in these cases, focus on direct, measurable feedback and be clear in your expectations of change. 

• Set clear expectations: Begin with a clear statement of what needs to change, and 
  provide specific examples.
• Outline consequences: Make it known that continued issues may lead to formal disciplinary actions.
• Be direct but compassionate: Be concise in your feedback, allowing the employee time to respond and share their side.
• Show empathy: Acknowledge the difficulty of the conversation and express genuine care for their improvement.

Setting up regular performance reviews helps to keep expectations clear and gives you and your employees a set structure to follow moving forward. 

5. How to handle a difficult employee long-term

Building long-term solutions involves consistency and regular monitoring. Here's how you can provide ongoing support while holding the employee accountable:

• Schedule regular reviews: Set up formal and informal meetings to track progress and provide feedback.
• Set achievable goals: Break down larger goals into manageable steps and celebrate small successes along the way.
• Document all interactions: Keeping records of your conversations, feedback, and actions taken is vital, especially if issues escalate to disciplinary measures.

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