Managing teams comes with built-in challenges, and among them is dealing with difficult employees. Whether it’s conflicts with colleagues, poor performance, or attitude problems, these situations can disrupt workplace harmony if not handled effectively. As a leader, it’s essential to address these issues promptly and constructively. As managers, we spend 80% of our time dealing with 20% of the employees, who happen to be the difficult ones.

The root cause of the majority of issues in companies and the world boils down to poor communication. Often, misunderstandings and conflicts arise due to a lack of clear communication. Encouraging open dialogue within your team and fostering an environment where employees feel comfortable expressing their concerns professionally is crucial. Actively listening to their issues and providing constructive feedback will help in issue avoidance. Clarifying expectations regarding performance, behavior, and the impact of their actions on the team is imperative.

One of the biggest mistakes companies make is not addressing issues quickly and timely. When this happens, problems escalate from hours to days to years, allowing bad behavior to become accepted. Ignoring problems won’t make them disappear; they usually worsen over time. As soon as you identify an issue, address it promptly and directly. Schedule a private meeting with the employee to discuss the problem, focusing on specific behaviors rather than attacks. Be objective and provide examples to support your observations.

Before jumping to conclusions or taking disciplinary action, take time to understand the root cause of the employee’s behavior. There might be underlying issues such as personal problems, stress, or misunderstandings contributing to their difficulties. Empathy and compassion can go a long way in resolving conflicts and building trust.

Ensure that your employees understand what is expected of them regarding their roles, responsibilities, and behaviors as set out by the company. Communicate company policies and procedures, as well as performance standards, in writing and verbally. Establishing clear expectations helps prevent misunderstandings and provides a basis for addressing any deviations from the norm.

As you go through this process, some employees may struggle due to a lack of skills, training, or resources. Offering support and guidance to help them improve is vital. Provide training opportunities, mentorship, or resources to address their weaknesses. Be patient and supportive, but also hold them accountable for their development. When providing feedback, focus on specific behaviors and their impact, rather than making generalizations or personal criticisms. Be objective and constructive, offering suggestions for improvement. Encourage a growth mindset by framing feedback as an opportunity for learning and development.

With each situation you deal with, maintain thorough documentation of any discussions, incidents, or performance issues related to the employee. This documentation serves as a record of your efforts to address the problem and can provide support if further action is necessary. After addressing the issue, follow up regularly to monitor progress and provide ongoing support. Recognize improvements and reinforce positive behaviors while addressing any lingering issues. Consistent follow-up demonstrates your commitment to helping the employee succeed.

Despite your best efforts, some situations may require escalation to the next level or the next step in the process. If the behavior persists despite interventions, or if it poses a significant risk to the team or organization, it may be necessary to take more serious action.

Regardless of the direction the process takes, maintaining professionalism, respect, and empathy in your interactions with the employee is crucial. Your behavior sets the tone for the workplace culture and influences how others respond to challenges and conflicts. Dealing with difficult employees is undoubtedly challenging, but with patience, empathy, and proactive management strategies, it is possible to navigate these situations effectively. By addressing issues promptly and constructively, you can foster a positive work environment where all team members can thrive.