How do you address an underperforming team member?

Question

Accepted Answer

Start by **diagnosing the cause before acting** — underperformance is a symptom, and the right response depends entirely on the root cause. Then be direct, fair, and documented.

## Diagnose first

```text
IS IT A...           THEN...
─────────────────────────────────────────────
Skill gap        →   coaching, training, pairing
Clarity gap      →   clearer expectations / goals
Motivation gap   →   understand what changed (personal? team? role fit?)
Environment gap  →   remove blockers, fix tooling/process
Role mismatch    →   different role, or managed exit
```

## How to approach it

1. **Talk early and privately.** Name the specific gap with examples (SBI).
2. **Listen** — there may be context you are missing (health, overload, unclear goals).
3. **Agree on concrete, measurable expectations** and a timeline.
4. **Support and check in** frequently; document the conversations.
5. If no improvement, escalate to a formal plan (PIP) honestly — never as a surprise.

## A script

> "I want to talk about the last two sprints. Three committed tasks slipped without a heads-up. That's not the standard we hold. Help me understand what's going on, and let's figure out a plan together."

## Pitfalls

- **Avoiding the conversation** until you are furious.
- **Surprising them at review time** — by then it is too late and feels unfair.
- **Going straight to a PIP** without coaching first.

## Why it matters

The rest of the team notices both whether you address it and whether you do it fairly.

Ignoring it lowers the bar and demoralizes your strong performers.

Handled with honesty and support, even a managed exit can preserve dignity — and your team's trust that you treat people fairly.