Managing Employee Performance Difficulties

Managing Employee Performance Difficulties:

Tips for Supervisors

The role of the supervisor is often challenging, especially in regards to helping an employee who is having work performance issues. Below are a few tips to consider when approaching such an employee.

~ Schedule a meeting with the employee. Pick a neutral, quiet, and private meeting area, i.e. a conference room.

~ Use "I" statements when speaking to the employee. Use well documented facts when presenting the issues at hand. For example, " I have noticed that in the past 3 weeks you have been late to work 3 out of 5 days each week. What can be changed to aide you in arriving at work on time?"

~ Provide a few suggestions for changing the problem behavior and ask for the employee's ideas.

~ Avoid criticism.

~ State the ways in which you can help to carry out the plan for improvement.

~ Make short-term agreements.

~ Remember to acknowledge improvements, however small they may be.

~ Be prepared to offer the employee resources. Have an understanding of the resources so that you may answer any questions the employee may have.

Two resources at DHMC are:

~Your department’s or section’s Organizational Development Specialist (ODS). Contact him or her through Education and Employee Relations, 653-1977.

~The Employee Assistance Program (EAP), 650-5819.

After the meeting, it is helpful to summarize the conversation in writing, especially if you have suggested the EAP. Here’s what to include:

~ Make some positive statement.

~ Identify specific problems; i.e., absences, performance, leave, etc.

~ Specify how the referral relates to potential adverse actions.

~ Make referral to EAP (there is no cost for EAP services).

~ Assure confidentiality.

~ Set up a time frame.

~ Express your continued concern.

~ Provide a copy of EAP brochure.

~ Let EAP know about your referral. See Supervisory Referral form on the EAP website:

Below is a sample letter. Your ODS can help with the meeting, follow-up letter, and other appropriate documentation.

~~~~~~~~~~~~~~~~~~~~~~~~~~~

From: Supervisor's name

Subject: Referral to the Employee Assistance Program

To: Employee's name

Date:

I have been your supervisor for (length of time), and have known you to be a capable and dedicated employee. In recent months, however, there has been a significant decline in the quality of your work performance /conduct......

The purpose of this memorandum is to express my concern for you, and to outline significant deficiencies in your work performance/conduct that may indicate a need for professional assistance. This memorandum does not constitute a disciplinary action, but may be used as documentation if the problem persists and further action becomes necessary.

I strongly recommend that you seek assistance from the Employee Assistance Program (EAP). Attached is a brochure describing the free services provided by EAP.

The EAP services are completely confidential. No information can be released to me or any one else without your written consent.

Please contact the EAP at (603) 650-5819 for an appointment. Again I strongly recommend that you contact EAP for an appointment by (DATE).

I will continue to observe and evaluate your performance and/or conduct.

(Supervisor's signature)

Attachment: EAP brochure

cc: EAP

SOURCE: Office of Research Studies, NIH

(August, 2006)