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guide to discussing underperformance with employees for managers

Guide in Five: Discussing Underperformance Template

Discussing underperformance can be tricky, even if recognising it is straightforward. Fair Work Australia (FWA) defines it as when an employee isn’t meeting job expectations or behaving in an unacceptable way at work, yet addressing it can still be a delicate and challenging task.

However, often, a simple conversation is all it takes to improve performance. Many employees may not be aware of how their actions are impacting the team or their work. A straightforward, informal chat allows the manager to clarify expectations, provide feedback, and offer support, giving the employee the chance to improve before things escalate. This approach can lead to quick improvements without the need for more formal procedures.

learning how to discuss underperformance effectively

There are many reasons an employee might underperform, but as a manager, it’s your responsibility to address the issue and take steps to resolve it. Moreover, preparing is key to making the conversation productive and focused on solutions.

When you’re well prepared, you can guide the discussion toward positive outcomes, ensuring the employee understands the expectations and feels supported in making improvements. This preparation sets the tone for a constructive, solution focused conversation.

Discussing Underperformance Template

Use this easy Guide in Five to plan and prepare to discuss underperformance with an employee.

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Here is a practical example of preparation using our template.

et Discussing Underperformance practical exampleDownload

Here’s is the practical example provided above framed into a conversation that is both informal, and empathetic.

Start with the purpose and set the tone
“Hi [Name], I wanted to have a quick chat with you about something that’s come up recently. It’s nothing to feel defensive about, I just want us to be on the same page and figure out how we can move forward together.”

Describe the behaviour and give specific examples
“I’ve noticed a couple of moments where your choice of words might have been a bit off for the situation. For example, in the team meeting last week, you made a comment about [specific example, like a process] that included some strong language. And I heard from [co-worker/another source] that there was a similar instance when [briefly describe].”

Explain the impact
“It’s important to mention this because language like that can affect how others feel in the workplace. It might make team members uncomfortable or send the wrong message to clients if they overhear. I know that’s probably not your intention, but I want to make sure it doesn’t become a pattern or cause unnecessary tension.”

Get their perspective
“Can you tell me a bit about what’s been going on? Do you feel like anything is causing stress or frustration that’s contributing to this?”

Reinforce expectations and clarify next steps
“Thanks for sharing that, I appreciate you being open. Just to be clear, the standard here is to keep our language professional and respectful, whether it’s with the team, clients, or anyone else. If something is frustrating or not working, let’s talk about it so we can find a solution without things escalating into language that might be misinterpreted.”

End on a collaborative, supportive note
“My goal here isn’t to nitpick. It’s to make sure we’re all working in an environment where everyone feels comfortable and respected. If you need support managing stress or have suggestions on how to improve communication or processes, I’m here to help. Let’s check in again in a couple of weeks to make sure this feels good on both sides. How does that sound?”

Ensure that the employee is treated fairly, and is given a reasonable opportunity to improve before any further action is taken. Consistent management action helps maintain fairness and transparency across the team, ensuring all employees are held to the same standards.

Avoid skipping steps in your organisational management process, as it risks compromising the outcomes. If the process is compromised, you might have limited management actions or need to restart the whole management process. Regardless of whether it’s a minor probation issue or significant underperformance, every step must be followed.

Talk to us, your development partner, and we’ll be able to advise you on the best development solution for you. Send your enquiry now and we’ll be in touch soon.

If you are a current client, or would like to speak directly with Natalie Elizabeth, please call +61 401 752 311.