5 Effective Strategies to Manage Difficult Employees

Jan 1 / C3pH

Introduction

As a manager, you undoubtedly dream of working with easily manageable employees every day. It's the ideal scenario: each workday is stimulating, goals are achieved without major issues, and a positive atmosphere prevails. In short, everyone is happy within your team.

However, in real life, you may be faced with difficult employees. You might have experienced this already.

When confronted with a lazy, rude, or conflict-prone employee, how should you react?

Managing difficult employees is crucial in any organization.

These individuals can create a negative atmosphere among coworkers, tarnish an organization's reputation with its clients, hinder growth, and reduce productivity.

Not all managers have received adequate training to address these issues. This is particularly true for the 60% of new managers who reported receiving no training during their transition to their new role.

To assist you in identifying difficult employees and guiding them to modify their behaviors, we present 5 effective strategies drawn from our e-learning course "Managing Difficult People in the Workplace."

Recognize Difficult Employees

How to recognize and manage difficult employees?

Difficult employees stand out due to their confrontational attitude that conflicts with the culture and values of your organization.

Often, the behavior of difficult employees is persistent and ongoing. 

It's not uncommon for an employee to challenge a decision, as it's a part of organizational life.

However, difficult employees regularly challenge decisions, often with a considerable amount of stubbornness.

As a manager or supervisor, you might be asking yourself this question: how can I manage difficult employees?

To successfully manage difficult employees, you need to be able to identify them and ask the right questions to understand their behaviors and take prompt action.

#1 - Identifying the Root Cause of the Problem

When dealing with difficult employees, you must begin by recognizing the existence of a problem and identifying it.

Don't expect the issue to resolve itself; ignoring it will only make the situation worse. 

Their negative attitude and actions can harm the morale and productivity of your organization's members. Some of your best employees might be affected and eventually consider leaving. 

This poor behavior can also have an impact on clients.

When you objectively observe poor performance or problematic behavior, make a note of it to document what happened.

Later, you can engage with your difficult employee to provide initial support. Your goal will be to have a conversation with them to identify the cause of their behavior and seek to resolve the problematic situation.

Is your employee constantly in a bad mood and experiencing interpersonal issues with colleagues?

  • Perhaps they are going through a difficult separation
  • Perhaps they have childcare issues and are sleep-deprived.

This list is by no means exhaustive, and there could be many other possibilities. By discussing their problematic attitude with your employee, you'll gain insight into the root of their behavior and whether it's possible to help them overcome their difficulties.

Actions to take:
  • Document your employee's problematic behaviors.
  • Engage with your employee regarding their attitude.
  • Identify the cause of their difficult behavior.
  • Work together to find solutions.

#2 - Provide Regular Feedback

A study by Harvard Business Review revealed that employees prefer to receive regular constructive feedback rather than praise.

As a manager or supervisor, providing continuous feedback to your employees is a highly effective strategy. 

Maintaining an ongoing dialogue lessens the impact of negative comments and demonstrates your interest in their overall performance. 

These regular conversations also allow you to exercise moderation, so as not to overwhelm an employee with numerous areas for improvement all at once.

Feedback is one of the most powerful tools for initiating changes in problematic behaviors.

But how can you provide constructive and effective feedback?

First and foremost, it's preferable to have these discussions in person, finding a quiet space where you can have an honest and informal one-on-one conversation with your colleague or employee.

Next, ensure that both you and your employee have enough time for the conversation.

Start the meeting by asking the employee if they are aware of the impact of their performance or problematic behavior on the organization.

Then, inquire if they have any concerns or something they would like to discuss. Listen carefully to what the employee has to say.

Sometimes, just feeling heard can be enough for the employee to feel better and improve their behavior.

Actions to take:
  • Provide regular individual feedback to your employees.
  • Practice active listening.
  • Discuss potential solutions for addressing problematic behaviors.
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#3 - Offer Training or Coaching Sessions

For your feedback to be genuinely constructive, it's important not to only bring up problems but also potential solutions.

After highlighting an area for improvement, suggest one or two achievable measures that the employee can take to make adjustments. 

Typical solutions may include flexible working hours, increased flexibility, various training opportunities, coaching, and other actions that can help the employee correct their course and embark on an improvement journey.
There is no one-size-fits-all solution. Adapt your approach to the employee's needs to give them the best chance of feeling fully integrated into your organization.

Actions to take:
  • Ask your employee to specify the support they need to improve their behavior or performance.
  • Offer training or coaching as needed for your employee.

#4 - Specify Your Expectations

You've outlined the actions to take to assist your employee with problematic behavior? Great!

Now, it's time to specify your expectations for them.

1. Detail your expectations regarding what needs improvement and set a timeline for enhancement. 

2. Create a clear action plan with a specific timetable and an evaluation framework to measure success. 

3. Review and validate the plan together, and entrust the employee with the responsibility for monitoring it. 

4. Both of you should keep a copy of the document so the employee can use it to implement the plan, and you can assess performance in the future.

Give the employee enough time to correct the issue and monitor their progress during the agreed-upon period, making sure to conduct periodic checks or intervene if the employee deviates from the plan.

Once the designated timeframe has passed, schedule an evaluation meeting with the employee to discuss their progress.

Actions to take:
  • Specify your expectations in a clear action plan.
  • Establish a timeline to monitor the action plan implemented with your employee.
  • Allow your employee the time to implement the action plan.
  • Assess their progress during an individual meeting. The employee will be responsible for demonstrating the expected improvements outlined in the action plan.

#5 - Conduct Appropriate Follow-Up

Give your employee the necessary time to correct their behavior.

During this period, monitor their progress and note any issues or setbacks. 

Check as often as needed to gain a better understanding of how they are progressing within the agreed-upon plan and intervene if necessary.

Once the timeframe of your plan has expired, schedule an in-person evaluation to discuss the situation's progress.

While the goal is to improve the employee's behavior so that your team is happier and more productive, there are cases where this may not be possible. 

If your previous interventions haven't had the desired effect and your problematic employee is unwilling to change their behavior, you will need to take appropriate actions.

If your organization has a human resources department, it is advisable to consult with them as early as possible, in addition to establishing the improvement plan. Your HR department can be your ally in assisting your difficult employee while respecting your organization's values and culture.

Actions to take:
  • Monitor your employee's behavior over time.
  • Provide support if new difficulties arise.
  • Consult with the HR department to ensure you are conducting appropriate follow-up.
  • Consider escalating consequences, and in extreme cases, consider termination if the problematic behavior persists and poses issues for the organization.

Conclusion

One of the most common mistakes made by managers when dealing with a difficult employee is assuming that the situation will resolve itself.

However, the employees involved must realize their responsibility in connection with the observed problematic behaviors. This will enable them to take ownership of the solutions needed to improve before the situation escalates and further impacts the team or organization.

In fact, nothing will negatively affect the morale and productivity of other employees more quickly than witnessing unacceptable behavior being tolerated, which implies that the manager accepts and normalizes these difficult behaviors. 

As a manager, you must take charge and provide a difficult employee with an opportunity for improvement through personalized support, training, or coaching.
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