Managing Under-Performance in Your Team: 5 Proactive Steps for Success

Effective team management is crucial for the success of any medical practice. One of the biggest challenges that medical practices often face is dealing with under-performance or poor performance within their teams. This issue can manifest in various ways, including employees not performing their duties to the required standard, displaying negative or disruptive behaviour in the workplace, or failing to comply with workplace policies, rules, or procedures. The repercussions of under-performance extend way beyond the individual employee; it can adversely affect co-workers, customers, overall business productivity and the reputation of your medical practice.

The Fair Work website sheds light on the multifaceted nature of underperformance, highlighting that it isn’t solely about low productivity; it encompasses a spectrum of issues. Underperformance can occur due to several reasons, and understanding these factors is essential for effective management. Some common reasons behind under-performance include:

• Unclear Expectations: Employees may not know what’s expected of them if goals and standards are not communicated clearly. Ambiguity in job roles and responsibilities can lead to confusion and hinder performance.

• Lack of Knowledge or Skills: Sometimes, employees may lack the necessary knowledge or skills to excel in their roles. This gap in competence can result in under-performance.

• Uncertainty about Meeting Requirements: Employees might be unsure if they are meeting the requirements of their job, leading to self-doubt and diminished performance.

• Motivational and Confidence Issues: Personal factors like low motivation or confidence can impact an employee’s ability to perform optimally.

• Personal Challenges: Personal issues such as family stress, physical or mental health problems, or struggles with drugs or alcohol can significantly affect job performance.

• Work Environment: The work environment itself plays a vital role. Low morale in the workplace, a toxic atmosphere, or a poor work environment can demotivate employees and contribute to under-performance.

• Interpersonal and Culture Factors: Interpersonal conflicts and cultural misunderstandings within a team can be a source of under-performance.

• Workplace Bullying: Instances of workplace bullying can have a severe impact on an employee’s well-being and job performance.

Addressing under-performance requires a nuanced approach that considers these factors. Managers must not only identify the root causes but also implement strategies to support employees in overcoming these challenges. In doing so, they can nurture a positive and productive work environment where each team member can thrive.

In the following sections, we’ll delve into;

5 Proactive Steps to Effectively Manage
Under-Performance

and prevent it from becoming untenable in your team.

1.      Set Clear Expectations from the Beginning:

A crucial step in preventing under-performance is to set clear expectations right from onboarding your employees. Uncertainty about job responsibilities often leads to performance issues. When hiring, ensure that job requirements are precise and detailed. This clarity helps applicants understand what is expected, making it easier to evaluate their suitability for the role. Clear expectations eliminate confusion and lay the foundation for a successful working relationship.

2.      Conduct Regular Performance Reviews:

Regular performance reviews, both formal and informal, are essential for identifying and addressing under-performance. These reviews serve as an opportunity to engage in honest, two-way communication with employees. During these discussions, consider asking questions like:

·        What do you think the expectations for your role are?

·        Are you aware of any areas where you might be falling short?

·        Are there specific challenges hindering your performance?

·        Do you require additional support or training in certain areas?

Document specific performance goals and consequences for not meeting them. Collaboratively create action plans with employees to outline steps for improvement. The goal is to motivate and empower employees to enhance their performance.

3.      Provide Necessary Training:

Under-performance can sometimes result from a lack of skills or knowledge. To address this, invest in training programs tailored to individual needs. Budget and advocate for training resources as required. Clearly define the training objectives and the amount of training needed. Equipping employees with the necessary skills and knowledge can significantly improve their performance.

4.      Implement a Mentoring or Buddy Program:

Mentoring and buddy programs can be invaluable in helping under-performing employees develop the skills and attitudes required for their roles.

Mentoring Program: Assign experienced employees within the organisation to mentor under-performing team members. Mentors provide guidance, encouragement, and insights, helping mentees gain confidence and passion for their work.

Buddy Program: Pair under-performers with colleagues who excel in the desired skills. This approach fosters a positive learning experience and builds confidence in both participants.

These programs create a support network that encourages growth and improvement.

5.      Foster a Sense of Ownership:

To motivate positive change, it is crucial to help employees see the value of their contributions. Performance reviews, training and mentoring all contribute to this process. Additionally, organisations must cultivate a collaborative culture where every team member feels valued and integral to the company’s success.

Encourage employees to take ownership of their roles by emphasising how their success aligns with the company’s success. Foster an atmosphere of respect and genuine teamwork, starting from the leadership team. A sense of ownership can be a powerful motivator, driving performance improvements.

So, in conclusion, effectively managing under-performance in a team requires proactive steps to prioritise clear communication, training, and support. By setting clear expectations, conducting regular performance reviews, providing training, implementing mentoring or buddy programs, and fostering a sense of ownership, you can transform under-performing team members into valuable contributors, ultimately benefiting your practice. Remember, it is not about addressing problems; it’s about nurturing growth and development within your team.

In situations where prolonged under-performance remains a significant concern within your practice, it is highly recommended to engage the services of a Practice Management Consultant. For the full 12 Step Process on how to Effectively Manage Under-Performance book a call with me so we can work together.

Set yourself apart – become the practice of choice for employees, admired for its strong leadership.

Ref: Managing underperformance - Fair Work Ombudsman