Handling Performance Issues Without Being “That Manager”
22nd October 2025
Every manager dreads it, the awkward conversation about someone’s performance. Maybe a team member keeps missing deadlines or their attitude has slipped. You know it needs to be addressed, but you also don’t want to come across as harsh or unsupportive.
Here’s the truth: handling performance issues well isn’t about being tough, it’s about being fair, clear and kind.
1. Start with Clear Communication
Before jumping to conclusions, start with a conversation.
Ask yourself: have I been clear about what’s expected? Sometimes what looks like poor performance is actually unclear direction or a lack of support.
Use a simple framework like this:
Be specific: Focus on behaviours, not personality.
Share impact: Explain how it affects the team or business.
Invite input: Ask what’s getting in the way and listen.
This approach keeps things collaborative, not confrontational.
2. Coaching Conversations Build Ownership
When you coach rather than correct, you help people take responsibility for improving.
Try asking open questions like:
“What do you think is stopping you from meeting this goal?”
“What support would help you improve?”
“What will you do differently next time?”
This shifts the tone from blame to problem-solving. And when people feel heard, they’re much more likely to change.
3. Take Progressive Steps
Not every situation needs a formal warning. Think of performance management as a progressive process, not a punishment.
Start informally with a conversation about expectations and send a follow-up email summarising the discussion.
If issues continue, move to a Performance Improvement Plan (PIP). This gives structure by setting goals, timelines and regular check-ins. It’s clear, fair and supportive, showing the employee exactly what “good” looks like.
4. Document Everything
Even the most supportive managers need to protect themselves and their business. Keep written notes after each meeting or discussion, what was said, what actions were agreed and what follow-up will happen.
Documentation shows you’ve handled the situation fairly and professionally. It also helps if things escalate to formal action later.
5. Stay Fair and Consistent
Fairness is what separates great managers from “that manager.”
Apply the same process to everyone, use evidence not opinion and always give people a genuine chance to improve.
And remember, kindness doesn’t mean avoiding tough conversations. It means handling them with empathy and respect.
Ready to Manage Performance Like a Pro?
At Dakota Blue Academy, we make people management simple. Our downloadable guides and templates help you handle tricky situations with confidence and fairness.
✅ Performance Improvement Plan Template
✅ Script for a Disciplinary Meeting
✅ Managing Performance Guidelines
These practical tools walk you through every step, from first conversation to formal action, so you can lead with confidence, not fear.
Because great managers aren’t born, they’re trained.
