What Steps should I take to Address an Employee Performance Issue?
The first step in addressing a performance issue is to be observant and aware of the issues when they first start to occur. Timely identification of a problem or potential problem enables the manager to work with the employee and plan of positive action to address any deficiencies. The following process outlines a proactive approach to addressing issues with an employee when performance in a particular area is not meeting expectations. This process is designed to address deficiencies based on the following responsibilities:
- Managers are responsible for providing ongoing feedback and coaching
- Employees are responsible for their behaviour and for recognizing the opportunity for improvement presented to them and making the positive changes required
Start the performance improvement process at whatever step is considered appropriate, depending on the severity of the conduct being addressed. An overview of the progressive performance improvement process is provided below.
First Meeting
The manager meets with the employee to bring to his attention the area of concern. The conversation in the meeting is documented as a conversation and is kept on file for future reference.
Verbal Coaching (Warning)
In the event of continued performance concerns, the manager meets with the employee and further discusses the area of concern as well as steps and timeframe to be taken by the employee to improve. This warning is documented as a conversation, signed by both employee and manager and kept on file. The employee may wish to add their own comments to the document. If an employee is reluctant to sign it should be noted that the employee’s signature acknowledges that the items have been discussed with them, and does not constitute agreement with the performance concerns.
Written Coaching (Warning)
When improvement has not taken place within the timeframe set out in the verbal meeting, and to ensure the success of the employee, the manager meets with the employee and sets out an action plan for the employee to follow. The plan is signed by both the manager and employee, and the manager continues to coach the employee along the way.
One or more verbal or written coaching may take place based on the severity of the issue.
Performance Improvement
When significant performance improvement is noted within the established timeframes the manager provides the employee with a written letter acknowledging the improvement in performance. The letter also indicates the requirement to maintain the expected level of performance as a condition of employment. The employee acknowledges receipt of the letter by signing, and the original is kept in the employee’s file.
Failure to Meet Established Goals
Employees failing to meet and/or maintain the level of performance even with the coaching and support of the manager as outlined in the coaching letters, may be subject to termination. See Termination section of this toolkit.
