One of the most common mistakes I see employers make is assuming they have an employee performance problem when they may actually have a training problem.
When an employee struggles, it’s easy to jump straight to accountability. However, before moving toward discipline or a performance improvement plan, take a step back.
Ask a few questions first.
Did the manager provide adequate training? Were expectations clear? Do they know what success looks like? Did they receive the tools and support needed to do the job?
Before addressing an employee performance problem, make sure you understand what is actually causing it.
Sometimes the employee needs more training. In other situations, expectations need to be clearer. And sometimes, it truly is a performance issue.
The key is knowing the difference.
Start With Clear Expectations
Before deciding that an employee isn’t performing, start with the basics.
Did the employee understand what was expected?
Managers may believe expectations are obvious because they understand the job. However, employees can’t meet standards that haven’t been clearly communicated.
Ask whether the employee received:
- Clear job responsibilities
- Appropriate training
- Specific performance expectations
- The tools needed to succeed
- Timely feedback
- Opportunities to ask questions
If something is missing, address that first.
Sometimes clearer expectations or additional training can solve the problem before it becomes a larger performance concern.
A Training Problem Can Look Like a Performance Problem
Many jobs require employees to do more than follow a process.
Employees may need to solve problems, make decisions, and know when to ask for help.
As a result, good training isn’t just about showing someone what to do.
Employees also need to understand why they’re doing it and what successful performance looks like. In addition, they need to know what to do when something doesn’t go as planned.
For example, an employee who gets stuck every time an unfamiliar situation comes up may need more training or coaching.
However, what if the employee already knows how to handle the situation but repeatedly fails to do so?
That may be a performance problem.
This is why finding the root cause matters.
When Is It an Employee Performance Problem?
Of course, not every workplace issue can be solved with more training.
Employees also have responsibilities.
They need to apply what they’ve learned, ask questions when needed, and perform the essential functions of their jobs.
So, what happens when the employee has been trained and still isn’t meeting expectations?
First, confirm that expectations were clearly communicated. Next, consider whether the employee has the right tools and resources. Finally, look at the feedback and coaching already provided.
If those pieces are in place and performance continues to fall short, it may be time to address the employee performance problem directly.
Ask These Questions Before Starting a PIP
Before starting a performance improvement plan (PIP) or moving toward discipline, pause.
Ask:
- Has the employee been adequately trained?
- Did the manager clearly communicate expectations?
- Does the employee understand what successful performance looks like?
- Has the employee received specific and timely feedback?
- Do they know when and how to ask for help?
- Do they have the necessary tools and resources?
- Has the employee performed the task successfully before?
- Is something getting in the way of successful performance?
- Is this a skill, training, communication, resource, or performance gap?
The answers can help determine what to do next.
Match the Solution to the Problem
Once you understand the cause, choosing the right response becomes easier.
If the employee lacks knowledge or skills:
Provide additional training.
If expectations aren’t clear:
Clarify the standard and explain what success looks like.
If the employee needs help applying their knowledge:
Provide coaching and more frequent feedback.
If resources are missing:
Address the tools, information, or support the employee needs.
If the employee understands the job but isn’t meeting expectations:
It may be time to address performance and accountability more directly.
In short, don’t choose the solution until you’ve identified the problem.
Don’t Use a PIP to Solve a Training Problem
A performance improvement plan can be useful when used appropriately.
However, a PIP shouldn’t replace training, communication, or good management.
If an employee doesn’t know how to perform part of the job because they were never properly trained, a formal performance plan may not solve the real problem.
Likewise, more training won’t necessarily fix an accountability issue.
That’s why the distinction matters.
Training problems need training. Performance problems need performance management.
Address Employee Performance Problems Early
Waiting rarely makes a performance concern easier to manage.
Instead, address concerns when they first appear. Explain what isn’t working, clarify expectations, and give the employee an opportunity to respond.
Early conversations can also help managers identify whether the real issue is performance, training, communication, or something else.
Most importantly, don’t wait until frustration has built for months before having the conversation.
Need a Second Opinion?
Determining whether an employee needs more training, coaching, clearer expectations, or greater accountability isn’t always straightforward.
Fortunately, you don’t have to figure it out alone.
JB Consulting Systems helps employers evaluate employee performance concerns, coach managers through difficult situations, and determine practical next steps.
If you’re dealing with an employee performance problem and aren’t sure what to do next, contact JB Consulting Systems. We’d be happy to help you identify the root cause and determine the best path forward.