Dealing with Difficult Employees (8 Tips to Succeed)
Jul 19, 2024 • 18 min read
Are you a business owner or manager that has been struggling to manage difficult employees in your workplace? Conflicts with employees can be common, but it’s crucial to know how to handle challenging situations to maintain a positive work environment. Here are eight tips to help you deal with difficult employees and succeed in resolving conflict management.
You’ll learn:
- 8 Tips to Succeed
- What Effects Do Difficult Employees Have on the Workplace?
- Why You Should Deal With Difficult Employees?
- 5 Common Behaviors of Difficult Employee
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8 Tips to Succeed
1. Critique behavior, not people
When dealing with difficult employees, it’s crucial to address bad behavior without attacking them personally. Focusing on behavior instead of attacking the person creates a constructive environment that helps find a resolution to the problem.
One effective way to critique behavior is to start by focusing on the inappropriate or undesirable behavior. Describe it clearly and provide specific examples to help the employee understand the problem better. Be precise and avoid making the conversation too personal or emotional.
Assuming good intentions of the employee and assisting them in achieving their goals could also help the situation. If it’s possible to assume that the individual’s actions were not meant to cause harm, then be sure to work together to achieve a positive outcome.
Creating a written record of every step in the action plan is vital in the process of critiquing behavior. Establish timelines for each of the steps to ensure you’re consistently monitoring and taking appropriate measures.
It’s essential to avoid attacking the person, as it could cause a backlash and strain the relationship between you and the employee. Instead, focus on a positive outcome and constructive feedback that the employee can use to improve their behavior in the future.
2. Identify the causes of the problem
The causes of why employees can be difficult can range from personal issues such as health or financial problems, to work-related concerns such as poor pay, work schedule, or lack of communication with colleagues. In some cases, a negative attitude can be a result of an employee who doesn’t fit in well with their team. Other times, it may be due to a poor management style that leaves employees feeling disengaged or undervalued.
To identify the cause of the employee’s behavior, using open-ended questions and actively listening to the employee can be helpful. By understanding the source of the employee’s behavior, it’s possible to create an action plan that can help to address and resolve the issue. For example, if an employee is acting in a way that suggests they are unhappy with their pay, a conversation about their compensation package could be an appropriate course of action.
It’s also essential to be aware of the fact that some employees may be hesitant to share the cause of their behavior, which can make it more difficult to identify the source of the problem. In such situations, it’s vital to approach the discussion in a way that focuses on finding a solution for the employee. By doing so, they may feel more comfortable confiding in their employer or manager and together, a plan of action can be created that benefits both the employee and the company.
3. Be open to feedback
Dealing with difficult employees can be a complex and challenging task for business owners and managers alike. However, one of the best ways to manage these challenging situations is to adopt an open feedback policy, which creates a safe space for employees to express their opinions and concerns. By doing so, managers can gain valuable insights into their team’s performance and perception of their work environment.
An open feedback policy requires active listening and creating a two-way conversation that allows employees to share their side of the story without prejudice. This type of approach has numerous benefits. Firstly, it shows that the management team is willing to listen and value employees’ perspectives, creating a sense of trust and mutual respect between worers and their managers.
Active listening provides managers with a better understanding of the situation, allowing them to identify the root cause of an employee’s behavior. By identifying the root cause, managers can develop an actionable plan to address the issue that benefits both the employee and the company.
Furthermore, this approach can foster an environment of open and honest communication, making it easier for employees to come forward with any issues that may arise in the future. It can also reduce the impact of negative feedback as it is addressed early on and can avoid it escalating into a bigger problem.
4. Give clear directions
When it comes to dealing with difficult employees, giving clear directions is a crucial part of the process. As a leader, it’s your responsibility to convey information clearly and accurately to your employees, especially when it comes to improving behavior and preventing negative impacts.
One of the key components of giving clear directions is to provide detailed and specific instructions, even for seemingly simple tasks. This is because difficult employees may have a hard time understanding expectations or have different ways of interpreting information. By providing clear and specific instructions, you can eliminate any misunderstandings and ensure that employees know exactly what is expected of them.
In addition to providing clear instructions, it’s also important to offer detailed feedback that identifies specific examples of negative behavior. This may include instances of insubordination or disruptive behavior that is impacting the rest of the team. By providing specific examples, you can avoid defensiveness and offer useful information for improvement.
5. Write down expectations and specific consequences
As a business owner or manager, dealing with difficult employees can be a major challenge. One of the best ways to handle these situations is to set expectations and consequences in detail.
To begin with, it’s essential to clearly communicate what you expect from your employees in terms of their behavior, communication, and performance. This includes setting clear objectives and timelines for improvement, and providing detailed instructions and feedback to ensure complete clarity.
Equally important is detailing the consequences of failing to meet these expectations. This may include disciplinary action such as a final warning or termination. It’s important to make these consequences clear to your employees, so they understand the seriousness of the situation.
The key is to document these expectations and consequences in detail, and communicate them effectively to your employees. This could include providing a written list of expectations and consequences in employee handbooks or in person during team meetings.
6. Monitor progress
Many business owners and human resources teams face the difficult task of dealing with problematic employees who exhibit undesirable behavior or poor performance. While developing an action plan and establishing clear expectations and consequences are crucial steps in handling such employees, it’s also essential to monitor progress towards improvement.
Monitoring progress ensures that the established goals are achieved within the given timeframe and that the employee’s behavior and performance improve. There are several techniques that can be used to monitor progress, such as getting feedback from other coworkers, evaluating the quality of their work, and having regular one-to-one meetings.
One monitoring technique is to gather feedback from other employees who work with the difficult employee. This can help to identify any underlying issues and can provide insight into the employee’s progress. Feedback can be gathered through surveys or individual conversations with coworkers.
Another technique is to evaluate the quality of the employee’s work. This can be done through regular reviews of their work output, such as their productivity, accuracy, and adherence to company policies. By evaluating the quality of their work, you can determine whether or not the employee is making progress towards the established goals.
7. Plan ahead
Handling difficult employees can be challenging, but planning ahead can make the task much easier. One of the most effective ways to avoid difficult employees is through an effective selection process. This process should include thorough background checks, reference checking with former employers, and behavior-based interview questions. This can help weed out problematic employees before they are hired and reduce the likelihood of future issues.
However, even with the most effective selection process, it’s still possible to end up with a difficult employee. In such cases, it’s important to register any patterns in behavior and establish both short- and long-term solutions to handle them appropriately. For instance, if an employee is regularly late or misses deadlines, you might establish short-term solutions like reminders or coaching. Long-term solutions might include additional training or changing the employee’s workload.
Planning ahead to address employee feedback and red flags as they arise can also be helpful. This means actively seeking feedback from employees about their experiences working with difficult colleagues and investigating any red flags or warning signs that might indicate a potential problem. By staying proactive, you can identify and address issues before they become bigger problems.
8. Stay calm and show respect
Dealing with difficult employees can be a challenging task, but it’s important to remain calm and composed throughout the process. Showing respect to the employee is key to handling the situation effectively and maintaining a positive work environment.
When dealing with a difficult employee, it’s important to avoid jumping to conclusions or making assumptions. Instead, focus on the facts and adopt a professional and respectful attitude. Keep in mind that everyone has bad days or may exhibit difficult behavior for various reasons.
One approach is to identify the cause of their behavior by having an open and honest conversation. Sometimes, the employee may be facing personal or work-related challenges, which may be contributing to their difficult behavior. Taking the time to listen to them and understand their perspective can go a long way in resolving the situation.
What Effects Do Difficult Employees Have on the Workplace?
Dealing with difficult employees can have a negative impact on the workplace in various ways. It can lower morale and decrease productivity, leading to a toxic work environment that affects everyone in the team.
One of the most obvious effects of difficult employees is a decrease in productivity. Difficult employees can be disruptive and may cause distractions that can make it challenging for other employees to focus on their work. For instance, imagine a team that has a member who often argues, makes negative comments, and is not willing to cooperate with others. The individual’s behavior can make it difficult for the team to work efficiently, and members might start dreading coming to work. This can lead to decreased motivation and productivity levels, which can ultimately hurt the company’s bottom line.
Another effect that difficult employees can have on the workplace is lower morale. When employees feel demoralized, they tend to lose their enthusiasm for their job. They may begin to dread coming to work, feel stressed, unmotivated, or even burnt out. A toxic work environment can start to develop, and employees may start to feel like they are working in a hostile environment.
Finally, difficult employees can contribute to an increase in employee turnover. Employees who are continually exposed to difficult colleagues are likely to feel unhappy and unappreciated in the workplace, leading to a higher likelihood of employee turnover. Additionally, when employers fail to address the problem of difficult employees, it sends the message that their behavior is acceptable, which can lead to increased dissatisfaction among the rest of the team.
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Dealing with difficult employees is an important aspect of a leader’s job as it can have a significant negative impact on the workplace. If left unaddressed, difficult employees can create a toxic work environment, which can affect team productivity, morale, and lead to increased employee turnover. This can ultimately hurt the company’s bottom line.
Confronting difficult employees is crucial as it stimulates better performance, innovation, and decision-making in their workgroups. When a team member is exhibiting negative behavior, it’s important for their leader to confront them in a constructive manner, outlining specific concerns and providing guidance on how to improve. The result is that the employee will recognize the impact of their behavior and make changes, which can lead to better team performance, creativity, and decision-making
Furthermore, a leader’s reputation can also be impacted by how they deal with difficult employees. Coworkers and superiors will take note of how a leader handles challenging personnel situations. When a leader takes a proactive approach to handling such behavior, they demonstrate excellent leadership qualities, which can earn them respect and admiration from their colleagues. Additionally, by recognizing the adverse effects of a difficult employee, leaders show that they are committed to creating a positive culture and are invested in the well-being of their team members.
Lastly, dealing with difficult employees can be an opportunity for personal growth. The process of dealing with such team members requires careful thought and consideration, as leaders must balance the needs of the individual with the needs of the team. This can cultivate a leader’s problem-solving capabilities and conflict resolution skills, becoming an improvement opportunity for the leader, as well as the team.
5 Common Behaviors of Difficult Employees
Difficult employees can be a significant challenge for business owners and managers. They can cause a negative impact on team productivity, lead to a toxic work environment, and create tension in the workplace. Recognizing difficult employee behavior is crucial to dealing with them effectively. In this article, we will discuss five common behaviors that can make an employee difficult to manage, and offer advice on how to handle these issues.
1. Poor job performance
Poor job performance can be a difficult issue to address in any employee, but it can be particularly challenging when dealing with difficult employees. The first step in addressing poor job performance is to identify the root cause of the issue. It could be a skills gap, the result of a lack of motivation, or a lack of understanding about the expectations.
Once you have identified the root cause of the issue, it is important to set clear goals and expectations with measurable objectives and timelines for achieving them. This will help the employee understand exactly what is expected of them and what they need to do in order to meet those expectations.
Additionally, offering feedback and coaching on a regular basis can be critical in supporting the employee’s development. This can include both positive feedback when they do things well and constructive feedback when they need to improve. It is important to make it clear that the feedback is meant to help the employee improve, not to punish them.
If poor performance persists despite feedback and coaching efforts, it may be necessary to consider additional training opportunities or mentoring. This can help the employee develop the skills they need to succeed in their role.
2. Uncooperative on teams
Having an uncooperative employee on a team can be a major challenge for any organization. This kind of behavior can create a hostile work environment and negatively impact team productivity. However, by following a few key steps, it is possible to address this issue and turn the situation around.
The first step in handling an uncooperative employee is to identify the root cause of the problem. This could be due to personal issues, a lack of understanding of team dynamics, or poor communication skills. Once the cause has been identified, it is important to speak with the employee privately and explain how their behavior is affecting the entire team.
One approach that may be helpful is to introduce new approaches that can help improve the employee’s communication skills, such as active listening and collaboration. Encouraging the employee to be more open to feedback and communicate their own concerns can also be beneficial.
3. Unresponsive to feedback
Dealing with an unresponsive employee can be a challenge for any manager, but it’s important to tackle the issue head-on in order to improve team productivity and create a positive working environment for all. One common issue that managers may encounter is an employee who is unresponsive to feedback.
The first step in addressing this behavior is to explain why it is problematic and how it impacts the team’s goals. For example, failure to respond to feedback can lead to a lack of improvement in job performance, communication breakdowns, and a negative impact on team morale. It is essential to create a safe space where the employee can express their opinions without feeling judged or attacked.
One way to encourage active listening is to provide examples of how it can be achieved. This may involve techniques such as summarizing the speaker’s main points, asking follow-up questions, and avoiding interrupting or dominating the conversation.
It’s also important to understand that there may be underlying reasons why an employee is unresponsive to feedback. For example, they may feel undervalued, lack trust in management or the organization, or be resistant to change. By acknowledging these concerns and addressing them in a compassionate way, managers can build stronger relationships with their employees and create a more positive work environment.
When giving feedback to an unresponsive employee, it’s important to focus on specific behaviors rather than criticizing the individual. This can involve providing examples of what went wrong, explaining why it’s a problem, and offering suggestions for how to improve. By framing feedback in this way, managers can encourage their employees to take ownership of their performance and feel empowered to make positive changes.
4. Resistant to change
Dealing with employees who are resistant to change can be a challenge for many business owners and managers. This type of employee can be difficult to work with, especially if they refuse to accept any changes. However, there are several strategies that can be implemented to manage this kind of situation.
The first step to handle resistant employees is to have clear communication about the change. It’s essential to explain the reasons for the change and how it will affect their job responsibilities. This will help the employee understand the need for change and how it can benefit them and their team.
Moreover, it’s essential to remain patient when dealing with employees who are resistant to change. It may take some time for them to adjust to the new situation. During this time, it’s important to provide them with guidance and support. Managers can offer training or additional resources to help the employee adapt to the new changes.
Another important factor to consider is acknowledging the employee’s concerns during the change process. Sometimes, employees may feel uncomfortable or overwhelmed with changes in the workplace. Acknowledge their feelings, show empathy, and provide reassurance. Additionally, it’s crucial to celebrate when the employee successfully adapts to the change. This will motivate them to be more open to new changes in the future.
5. Unaccountable for actions
Employees who are unaccountable for their actions can pose a significant challenge to any workplace. This negative attribute can have a ripple effect, impacting not only the individual in question but also the productivity and morale of the entire team. This is because unaccountable employees are often unwilling to take responsibility for their actions, always blaming others or making excuses for their behaviors.
For instance, imagine an employee who consistently misses project deadlines or fails to fulfill their assigned responsibilities. This behavior can have a severe impact on the rest of the team, leading to a decrease in morale and team productivity. However, it’s important to note that these types of employees may have an underlying cause for their poor behavior.
To tackle this problem, managers should start by having a tough conversation with the unaccountable employee. This conversation should be a two-way conversation where the manager not only communicates the negative impact of the employee’s actions but also actively listens to the employee’s concerns. It’s also essential to offer constructive feedback and create an improvement plan that includes measurable goals and a timeframe for improvement.
It’s important to note that some employees may have personal issues that are causing their unaccountable behavior. In these instances, managers should be understanding and offer employee assistance programs where necessary. Additionally, companies should have clear policies outlined in their employee handbook that address unaccountable behavior and the necessary disciplinary action that will follow if it persists.
Conclusion
Dealing with difficult employees is an inevitable part of managing a team, but it doesn’t have to be a daunting task. By employing the strategies outlined in this article, managers can address problematic behaviors constructively and create a positive work environment. Critiquing behavior instead of attacking individuals, identifying the root causes of problems, being open to feedback, giving clear directions, and documenting expectations and consequences are essential steps. Monitoring progress, planning ahead, and maintaining a calm and respectful demeanor further support effective conflict resolution.
Ultimately, managing difficult employees effectively not only resolves immediate issues but also contributes to a healthier, more productive workplace. By addressing these challenges proactively and empathetically, leaders can foster an atmosphere of trust, respect, and collaboration, ensuring that all team members feel valued and motivated to contribute their best. This approach not only benefits the individual employees but also strengthens the overall performance and morale of the organization.
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