Ask HR: How to Respond When an Employee’s Performance Declines

SHRM President and Chief Executive Officer Johnny C. Taylor, Jr., SHRM-SCP, answers HR questions each week.

Do you have an HR or work-related question you’d like him to answer? Submit it here.

I’m facing a difficult challenge with one of my employees. Despite being an exceptional performer for over three years, she has recently shown a significant drop in productivity, a change in attitude, and a pattern of tardiness. How should I approach this situation, considering her past performance? —Trevor

It’s challenging when an employee who has consistently performed well suddenly experiences a decline. It can also be incredibly frustrating because you’ve seen their potential and promise. As you address this situation, I caution you to avoid jumping to conclusions. Be open to the idea that the cause may stem from any number of sources, including changes in workplace dynamics. With this in mind, here are some sensible steps to approach the situation:

1. Schedule a private meeting. Start with a one-on-one meeting with the employee. Approach the conversation with empathy and a focus on understanding. Express your concern about the recent changes in her performance and ask if any underlying issues are affecting her work.
   
   
2. Listen actively and empathize. Create a safe space for the employee to share any personal or professional challenges she may be facing. Show that you care, and offer support if needed.
   
   
3. Identify potential causes. Together, try to identify the root causes of the decline in her performance. They could include personal issues, workplace stress, or changes in her job responsibilities. Look also at any recent changes within your organization or team.
   
   
4. Offer support and resources. If personal challenges are impacting her work, explore available resources within your organization, such as employee assistance programs (EAPs) or mental health support. Consider offering flexible work arrangements or time off if appropriate.  
   
   
5. Set clear expectations and goals. Establish expectations for future performance and develop a plan to address the identified issues. This may involve setting specific goals, providing additional training or support, or adjusting the employee’s workload.
   
   
6. Monitor progress and provide feedback. Schedule regular check-ins to track progress and offer ongoing support. Recognize and acknowledge any improvements, no matter how small.
   
   
7. Be consistent and fair. While providing support, it’s also essential to maintain clear expectations and consequences. If the employee fails to improve, it may be necessary to take further action, such as initiating disciplinary measures.

One of the best insights a manager can have is an understanding of what drives each employee. People can have vastly different work motivations. Staying attuned to your team members’ mindsets will help you prevent and respond quickly to similar challenges in the future.

Remember: A supportive and understanding approach from employers can help employees overcome challenges and sustain high performance. By fostering open communication and providing the necessary resources, you can help them get back on the path to success.

I’m preparing to return to work after being unemployed for over a year as I dealt with addiction and went through a rehab program. In my job search, should I disclose to potential employers the details of my gap in employment? —Arliss

Deciding whether to disclose your addiction recovery during a job interview is a personal choice. The Americans with Disabilities Act protects individuals with disabilities from discrimination, and you’re not obligated to disclose your recovery status to potential employers.

If you feel comfortable discussing your recovery, it can demonstrate your resilience and personal growth. Sharing your recovery experience can be an asset if it’s relevant to the specific role or company culture. That’s another reason why it’s important to research the company’s culture and values before heading into an interview. Potential employers may be more receptive to open discussions about personal experiences if their company culture prioritizes diversity, inclusion, and employee well-being.

Should you disclose your recovery, focus on the positive: Emphasize the lessons you’ve learned, the skills you’ve developed, and how you’ve emerged stronger and more resilient than before. Highlight your qualifications to ensure the conversation focuses on your skills, experience, and ability to contribute to the company’s goals.

If you prefer not to disclose your recovery, be prepared to provide a general explanation for the gap in your employment history. A simple answer, such as, “I took time off to focus on my personal health and well-being,” can be sufficient. Redirect the conversation toward your qualifications and their alignment with the job requirements.

Remember: Your past experiences do not define your future. Focus on your strengths, skills, and ability to help the company succeed. I wish you all the best with your job search and continued success in your recovery!