Underperforming teams are a serious problem to have. Missed deadlines, sloppy work, or a lack of enthusiasm in one’s work will affect your profits and reduce motivation across the company. That’s where the power of performance management lies. It’s a structured way to keep your team on track and on task. We’ll explore how HR managers and business owners can implement practical actions to build a stronger team. These are things you can start doing today to start seeing results tomorrow.
Imagine a sales team that’s been missing quotas for months suddenly hitting their targets, or a project group that’s always late, delivering ahead of schedule. With the proper performance management strategies, you can achieve this in your business. The key is understanding what is and isn’t working, and moving forward in a positive manner. Setting clear expectations and giving your people the tools and support they need to succeed is the way to go. We’ll guide you through how to assess underperformance and create a workplace where people want to do their best.
For HR, this will mean fewer resignations and a happier workforce. For business owners, it’s about protecting your bottom line and growing your company. Let’s get started with the first step: figuring out what underperformance looks like and why it happens.
What Does Underperformance Look Like?
Before you can identify an underperforming team, you need to know what to look for. It’s not always as obvious as you would think. It can be subtle at times, like a missed deadline here or there. The quality of one’s work can slip, or one’s team can grow disengaged. For HR managers, it might show up as higher turnover rates or more complaints from other departments. Business owners might notice a downturn in revenues or customers complaining about the service. These are all signs that a team’s performance needs attention.
As an example, let’s look at a customer service team. If response times are climbing and clients are leaving poor reviews, that’s a clear signal that something’s wrong. Underperformance can also look like silence in meetings or a lack of ideas. This is a sign your team is mentally checked out and disengaged with their work. Identifying these early is crucial to avoiding problems from snowballing. Once you identify it, you can act. Effective performance management starts with knowing the symptoms, so you can diagnose the cause and fix it appropriately.
Why Teams Underperform
Teams don’t suddenly start underperforming without a good reason. There’s always a root cause. An exceptionally common cause is unclear goals. If your team doesn’t know what’s expected of them, they’re just guessing what you want. Another killer is a lack of resources. This can include outdated software or manpower issues. Then, there’s leadership. A manager who micromanages or doesn’t communicate can sap motivation fast. Low morale from conflicts or a negative workplace vibe can also drag everyone down. Often, it’s a combination of these.
Think of a warehouse team struggling to meet their shipments for the day. Perhaps they aren’t trained on the new system, or they’ve got ill-fitted tools. They might not even know what their daily quota is! Diving into these causes is how you start improving team performance and is the core of a best performance management system. It’s not about shifting blame; it’s about identifying and fixing weak spots in your systems. Every team’s different, so take a close look at yours. Ask questions, listen, and observe. Once you know why they’re slipping, you’re halfway to turning it around.
1. Setting Clear Expectations
Clarify Roles
Confusion over who does what can sink a team faster than you’d think. When roles aren’t clear, people overlap, miss tasks, or just stand around waiting for direction. That’s a productivity killer. Performance management success hinges on everyone knowing their lane. Tell your graphic designer they’re on layouts, not coding, and your developer they’re on tech, not design, no matter how obvious it feels. Spell it out with a team chart or a quick chat, whatever works for your employees. You might feel like you’re being needlessly specific, but this is how your team gains confidence in their role.
For HR managers, this might mean updating job descriptions and checking in with staff. Business owners can sit down one-on-one or use a tool like a shared document to map it out. Clarity cuts through all the chaos you could find yourself in. When a sales rep knows they should only work on client calls and not data entry, they focus better. It’s not just about avoiding double work; rather, it’s about accountability. People step up when they know what’s theirs. Clear roles make teams click, and that’s where effective team performance management starts to shine.
Use SMART Goals
Vague and uninspiring goals cause confusion. Enter S.M.A.R.T. goals (Specific, Measurable, Achievable, Relevant, Time-bound). They’re a game-changer for boosting team productivity fast. For example, say you tell your support team, “Cut response time by 20% in two months.” That’s specific (response time), measurable (20%), achievable (with effort), relevant (better service), and time-bound (two months). Everyone gets it, and you can track it. Check your KPIs before and after implementing this goal-setting framework, and you will see the improvement for yourself.
Compare that to “improve service,” and you’ll see the massive difference. SMART goals give direction. A factory crew might aim to “assemble 50 units daily by next quarter.” If they’re at 40 now, you check weekly and tweak as needed. It’s not rocket science, but it works. Teams feel purpose when they know the finish line. HR can train managers on this; owners can test it with one project. Either way, it’s a simple tool that delivers big wins for performance improvement strategies. Your team’s focus will sharpen, and the results will follow.
2. Providing Support and Resources
Bridge the Gaps
A team without the right tools or people is set up to fail. If your sales team are using a glitchy system, they’ll lose deals. If your warehouse is understaffed, orders pile up. Performance improvement strategies start with identifying these gaps. Do a quick audit, and ask your team what’s slowing them down. There’s no better place to go than straight to those who deal with these systems all day, every day. Maybe it’s tech, like outdated laptops, or a lack of hands during peak hours. Fixing these isn’t a luxury. It’s a must.
Take a delivery crew lagging on delivering on time. New GPS software could shave hours off their day. Or consider a writing team fighting slow internet. Upgrade their connection, and you’ll find that all of a sudden, deadlines are now met. It’s not just about efficiency, but instead, it shows you’ve got their back. This boosts morale, too. Effective performance management means matching resources to needs. A small investment, like Sentrient, can pay off big in terms of results. Don’t guess what they need; ask and act. When gaps close, performance climbs naturally.
3. Fostering a Positive Work Environment
Build Trust
Trust is one of the building blocks for any solid team, and subsequently, any solid business. Without it, your people will hold themselves back and let themselves underperform. Effective performance management thrives when your employees feel safe. You need to lead by example. Share the good and the bad. If profits dip, explain why and what’s next. You should also listen to what they have to say; it’s possible that they have ideas that you’ve missed. A manager admitting a mistake, like a missed deadline, and asking for input shows strength, not weakness.
Think of a team sitting at a table brainstorming fixes for slow sales. If they trust you, they’ll pitch freely. If they don’t trust you or each other, they’ll stay quiet, and nothing changes. A safe space cuts tension and sparks ownership. HR can train leaders on this, and owners can model it daily. Trust is a practical and necessary part of a healthy operation. When people feel secure, they take risks and deliver. That’s how you lift team performance management to the next level.
Celebrate Effort
Recognition is also a large driver of effort. Teams that feel like they’re invisible, despite all their hard work, won’t push as hard in the future. Improving team morale all starts with recognising and praising the small wins. Did a coder squash a bug? Call it out in a huddle. Did a rep calm an angry client? Send a quick “great job” email. Real, honest praise works wonders. To you, it might not mean much. To your team, it will make their day.
It’s important to keep it genuine. A warehouse hitting a shipping goal might get a shoutout and coffee. It’s cheap but effective. People repeat what gets seen. Your team sees you ignoring their effort. They’ll stop trying as hard. HR can embed this into the corporate culture. A pat on the back beats silence any day of the week. It’s simple: celebrate, and your team stays motivated. That’s a cornerstone of performance management success.
Quick Takeaways:
- Spot underperformance early: Look for missed goals, low energy, or complaints.
- Set clear roles: Avoid confusion with defined duties for everyone.
- Use SMART goals: Make targets specific and trackable for focus.
- Provide tools: Close resource gaps to boost efficiency fast.
- Train up: Upskill your team for confidence and results.
- Build trust: Be open and listen to create a safe space.
- Praise effort: Small wins keep morale and effort high.
Conclusion
Transforming underperforming teams isn’t magic. It’s performance management done the right way. Identify the signs early, and fix mistakes before they grow too large. Set clear goals, support your people, and build a positive vibe. HR managers and business owners alike can use these steps to lift productivity and morale. Try tools like Sentrient to track progress and keep things moving. Start small, stay consistent, and watch your team transform.
Ready to make it happen? Get started today!
FAQs
1. How do I start managing underperforming teams?
Start by identifying issues like missed deadlines or low morale. Talk to your team, gather feedback, and create a tailored performance management plan with clear goals and support to address their specific struggles.
2. How long does it take to see results from performance management?
Quick wins like better communication show in weeks. Lasting change takes months. Consistent effort is key to improving team performance long-term.
3. What’s a big sign of team underperformance?
A significant sign is consistently missing targets. Think of late projects, declining sales, or rising complaints. Disengagement, like silence in meetings, also signals that team management needs a closer look.
4. What role does feedback play in performance management?
Feedback drives growth. Offer regular, specific praise and tips to guide improvement. It’s essential for effective performance management and team success.
5. How do SMART goals help teams?
S.M.A.R.T. goals (Specific, Measurable, Achievable, Relevant, Time-bound) clarify expectations, like “Increase calls by 15% in 30 days.” They focus teams, track progress, and drive improving team productivity with structure.
6. How do I handle resistance to change in my team?
Involve your team early. Explain the “why” and seek input. When valued, they embrace performance improvement strategies instead of resisting change.
7. Can tools like Sentrient fix performance?
Absolutely. Sentrient offers real-time data to pinpoint weak spots fast. It streamlines effective performance management strategies, helping HR and owners make smart moves to lift team output and morale.
8. What leadership style works best for underperforming teams?
Adaptability matters most. Some teams need hands-on guidance; others thrive with freedom. Flexible leadership for underperforming teams builds trust and improves results.
9. When is a Performance Improvement Plan needed?
A PIP fits when someone’s consistently off, like missing quotas, but has potential. It sets clear goals and support, guiding them to better team performance without feeling like a dead-end punishment.
10. How can I improve communication to help an underperforming team?
Clear, frequent communication is key. Use regular check-ins and tools like Slack to set expectations and avoid confusion. Ask for feedback to boost team performance management.
