Often, when we see an employee experiencing performance issues, we assume we know what the problem is and jump to try to solve it before considering the possible or true root cause(s). These assumptions are unlikely to be effective in improving the employee’s performance.

Rather than make assumptions, managers should work with the employee to identify the root cause of the issue. By taking the time to consider the root cause, it could make a world of difference in how you approach a situation and your success in dealing with it.

The Top Five Causes:

1. Knowledge or Skills Gap
   • Is this a new employee that still needs to be trained? If so, is there a training structure in place that defines what that training will encompass and what the result of their training will be?
   • Has there been a change to anything at work recently that might cause existing employees to require new skills, such as new equipment, a new policy, or new processes or ways of doing things?
     
     How to address it: Work closely with the employee to accurately identify the gap and the appropriate training mechanism. It could be as simple as a reminder of the process or might need more involved hands-on coaching. Remember that everyone moves at their own pace and has their own learning style, so be prepared to work with the employee to achieve the goal of improved performance.
2. Personal Challenges
   • Is there something going on in the employee’s personal life that is impacting their energy or drive to help keep them moving forward?
     
     How to address it: While it is not your responsibility to try to fix an employee’s personal problems, you can help them get the support they need through programs, such as an employee assistance program (EAP), or other resources. Acknowledging that you are aware of how their personal life is or can affect their work life could encourage further conversation about how you can work together to ensure their performance doesn’t suffer.
3. Motivation
   • Does the employee know what to do and have the capacity to do it but just doesn’t perform?
   • Lack of motivation could stem from a number of reasons, including not feeling recognized or valued.
     
     How to address it: Make sure that managers don’t contribute to a lack of motivation by not providing timely or regular feedback. Don’t just give negative feedback when something goes wrong. Celebrate accomplishments too! High performers, in particular, need to know that you feel they are doing a great job and you appreciate them. Keep in mind that not all employees want to receive recognition in the same way. Find out what motivates each employee, and tailor your recognition accordingly. Some employees love public recognition, while others may refrain from doing their best in order to avoid the spotlight.
4. Processes or Resources
   • Are there factors outside the employee’s control, such as working conditions, improperly working systems, ineffective procedures, or lack of resources or technology needed to do the job?
     
     How to address it: Generally, these causes need to be resolved at the organizational level rather than addressing it as a performance issue with the employee. Managers should coordinate relevant stakeholders and decision-makers to remove these barriers for the employee.
5. Misalignment with the company’s culture
   • A company’s culture includes its norms, values, and mission. It’s those nuances that make a company a unique place to work.
   • Culture misalignment, can be a stressful and isolating feeling that could impact their performance and engagement.
     
     How to address it: Managers should ensure they are demonstrating the behaviors they’d like to see, including being consistent with their words and actions. Inconsistencies can erode engagement and make employees feel unmotivated to perform. Culture misalignment is tricky because some of these things aren’t something the company or the employee can readily change. You can work with the employee to review the culture components and help them build relationships, but keep in mind you can’t force someone to change their values. This is also why it’s important to try to ensure the person will be a good fit with the organization’s culture during the hiring process.

Managing employee performance is a critical part of a manager’s responsibilities. Having a solid foundation of an effective performance support process and emotional intelligence can help equip managers to succeed in this aspect of their jobs. Check out our Upcoming Events calendar, or click here to learn more about HEC’s talent and organizational development solutions.