A Simple Guide to Managing Underperformance Without the Drama

Managing underperformance is one of those leadership challenges that no one enjoys, but everyone eventually faces. It can be uncomfortable, emotionally draining, and - when handled poorly - risky for morale and culture.

But it doesn’t have to be a drama. With a little preparation and a practical, human approach, you can manage performance issues in a way that’s fair, clear, and (dare we say) even constructive.

Here’s how to keep it simple and effective.

1. Start With Curiosity, Not Accusation

Before jumping to conclusions, approach the issue with curiosity. Is the employee aware there's a problem? Have expectations been clear? Are there any external factors affecting their performance (e.g. workload, training gaps, personal issues)?

Open with a check-in: "I've noticed a few things recently and wanted to check in with you about how you’re going. Is now a good time to talk?"

This sets a supportive tone and opens the door for honest conversation. 

2. Be Clear and Specific

Once you understand the context, it’s time to be direct. Describe the performance gap using specific examples, not vague generalisations.

Instead of: "You're not performing well." Try: "In the last three client meetings, the proposals were sent out late, which has impacted our timelines."

Clear feedback shows respect - you’re giving the employee the information they need to understand the gap in expectations.

3. Agree on What 'Good' Looks Like

Clarity is kindness. Set clear, measurable expectations together:

• What does success look like?

• What needs to change, and by when?

• What support will they have?

Document the key points from your conversation and share them after the meeting. This keeps everyone on the same page and shows you’re taking the issue seriously.

4. Check In Regularly (and Briefly!)

Ongoing support is crucial. Short, regular check-ins help build momentum and show that you’re invested in their improvement. Don’t wait for formal review points to provide feedback, make it part of the weekly rhythm.

Even a five-minute chat can make a big difference: "You're on track with the reports this week - great job. Let me know if anything starts to feel off course."

5. Don’t Wait Too Long

It’s tempting to hope things will fix themselves, but prolonged inaction sends the wrong message to your team. If someone isn’t meeting expectations, address it early. It shows you value performance and protects your team’s culture.

Managing Underperformance Isn’t About Being Harsh—It’s About Being Honest

At its core, performance management is just a series of human conversations about expectations, accountability, and support. You don’t need scripts or drama. You need clarity, consistency, and care.

And if you’re not sure where to start, we can help. Touchstone HR supports leaders with practical guidance and performance coaching that makes tough conversations easier (and more effective). Book a free 15-minute chat with our team today.