Every manager will face this challenge. What separates a strong leader from a struggling one is how they respond.

Why Poor Performance Gets Mishandled

Before we talk about how to manage it well, let’s acknowledge some of the very real challenges managers face:

• Fear of confrontation – You’re human. Nobody enjoys awkward conversations.
• Lack of clarity – You're not always sure whether expectations were clear to begin with.
• Time pressure – You’re juggling a thousand other priorities.
• Empathy – You genuinely care and don’t want to make someone feel bad.

But here’s the risk: avoiding performance conversations doesn't make you a kind manager. It makes you an uncertain one—and that comes at a cost.

What Happens When You Get It Wrong

Here’s what mishandled performance management can lead to:

* Loss of high performers

Top talent notices when underperformance goes unchecked. They become demotivated, resentful, or start quietly looking for new jobs.

Example: A high-achieving sales rep leaves the team after repeatedly covering for a colleague who misses deadlines—and nothing is done about it.

* Team morale and trust take a hit

The team stops trusting that performance matters. Frustration grows. Accountability slips.

“If they can get away with it, why should I go the extra mile?”

* Financial cost

Poor performers can cost thousands in rework, delays, lost clients, or mistakes—especially in customer-facing or technical roles.

Example: A project manager’s repeated errors result in missed milestones and the client pulling out of a £150k contract.

* Manager burnout

You take on extra work to compensate, or constantly firefight to protect others from the fallout.

Long-term? That’s how good managers burn out or become cynical.

* Legal and reputational risk

If issues are addressed inconsistently, without documentation or due process, you could face formal grievances, claims of discrimination, or reputational damage.

Example: A team member files a tribunal claim after being let go for performance—yet no written feedback or support plan had ever been provided.*

5 Steps to Manage Poor Performance the Right Way

1. Start with Clear Expectations

Before you can hold someone accountable, you need to be sure they knew what was expected.

Ask yourself:

• Were objectives and responsibilities clearly set?
• Were they documented?
• Were priorities or targets shifted without proper communication?

Start every performance conversation by aligning on expectations—not accusations.

2. Give Timely, Honest Feedback

Silence sends the wrong message. The longer you wait, the more entrenched the issue becomes—and the harder the conversation will be.

???? "I’ve noticed that the last two client updates were sent late and missing key data. That’s caused some concern with stakeholders. Can we talk about what’s happening?"

Be specific. Focus on behaviours, not character.

3. Understand What’s Behind the Problem

Poor performance isn't always about laziness or lack of effort. It could be:

• A skill gap
• Personal struggles or mental health issues
• Burnout or disengagement
• Team dynamics or unclear leadership

Ask questions. Show curiosity, not just criticism.

???? “What’s felt most challenging lately?”
???? “Is there something getting in the way of your work?”

This opens the door to meaningful improvement—not just compliance.

4. Put a Plan in Place

Support and accountability must go hand-in-hand. Once you’ve identified the gap, work together on a Performance Improvement Plan (PIP) or a more informal structured approach if appropriate.

A good plan includes:

• Clear, measurable objectives
• Timelines and milestones
• Regular check-ins
• Defined support (coaching, training, mentoring)

???? “Over the next 30 days, let’s aim for 95% accuracy on reports, with weekly reviews to support you.”

Document everything. This protects both you and the individual—and shows you’ve acted fairly.

5. Have the Courage to Act

Sometimes, despite your best efforts, the change doesn’t happen. That’s when you need to step into leadership—not avoid it.

Continuing to carry someone who isn’t meeting expectations (and isn’t showing progress) sends a clear message to everyone: this behaviour is acceptable.

When the time comes, you must be prepared to make a difficult—but necessary—decision.

And when you do, you'll find your team respects you more, not less.

Final Thoughts: It’s Tough—But It’s Leadership

Let’s not sugar-coat it. Managing poor performance is emotionally draining, time-consuming, and often thankless in the moment.

But it’s also one of the most important things you’ll ever do as a leader.

By handling it well:

• You protect the culture you’ve worked hard to build.
• You show your team that standards matter.
• You give someone a fair chance to succeed—or a respectful route to move on.

We know that as a manager or business owner, you're wearing many hats—juggling day-to-day operations, growing the business, and leading your team. Staying on top of employment law changes and managing performance fairly and legally shouldn’t be another burden.

That’s where we come in. For our wonderful HR Pulse clients, we offer a suite of easy-to-use tools and resources that take the complexity out of people management. We keep you compliant, efficient, and focused on what matters most—running your business.

If you’re not yet one of our clients and want to learn how we can help you build a tailored people management solution, click the "GET IN TOUCH" button above for more information!