Every Canadian workplace encounters them at some point: employees whose behaviour or performance creates friction, disrupts the team, or falls below expectations. Despite rigorous recruitment and onboarding efforts, problem employees can still arise, and their impact can be significant—especially in small businesses where every team member plays a critical role.
It’s not about isolated incidents or extreme misconduct (like theft or violence) but rather the persistent, frustrating behaviours or attitudes that can dampen morale, reduce productivity, and lead to higher turnover. Left unaddressed, these issues can spread, eroding the workplace environment.
While no employer relishes the task of confronting these challenges, taking prompt, thoughtful action is essential. Let’s explore some practical strategies to manage difficult employees in the workplace effectively.
1. Address the problem early
Avoiding the issue rarely works—problematic behaviour doesn’t usually fix itself. Confronting the problem head-on, sooner rather than later, is key to minimizing its impact. Delaying action only risks greater harm to your team’s morale, productivity, and overall workplace harmony.
2. Gather the facts
Before diving in, take time to investigate the situation. Review any available evidence, such as past performance evaluations, complaints, or workplace incidents. Consider whether there are external or internal factors contributing to the behaviour:
- Is the employee dealing with personal challenges?
- Is there a misunderstanding of expectations?
- Could there be gaps in training or support?
Approach this with an open mind, stay objective, and document everything clearly for future reference. As with all steps in the process, write any findings down so you have a record and can share the information with the person.
3. Initiate a conversation
Request a meeting with the employee to discuss the concerns. Consider sending an email to request the meeting. This helps ensure clarity and keeps a record.
During the meeting:
- Create a professional, non-confrontational environment.
- Share your concerns tactfully but clearly, focusing on how their behaviour affects the team and business.
- Give the employee an opportunity to share their perspective. Sometimes people are unaware of the impact of their actions until it’s pointed out.
Key tip: focus on behaviour, not personality traits. If legitimate concerns about workplace conditions or misunderstandings arise, address them as part of the resolution process. Sometimes employees act out or underperform because they feel undervalued. Feeling heard can often motivate employees to adjust their behaviour.
4. Collaborate on a plan for improvement
Work together to develop a clear, actionable plan that outlines specific behaviours to address and measurable goals for improvement. Include the following steps:
- Tailor the plan: Accommodate the employee’s needs while ensuring alignment with team objectives.
- Provide support: This could range from additional training to connecting them with resources like an Employee Assistance Program (EAP).
- Define consequences: Be transparent about the potential outcomes if improvements aren’t made, such as a Performance Improvement Plan (PIP) or disciplinary action.
- Record the plan: Send a follow up email summarizing the change you requested, the support you will provide and when you will check in next.
Set a realistic timeline for improvement and schedule regular check-ins to monitor progress. Be sure to stick to your side of the bargain. Eg. If more training was required or regular check-in conversations, be sure to schedule those actions and follow through. This is really important for both improving performance and for the next steps if performance doesn’t improve.
5. Take disciplinary action if needed
With adequate support, most employees will make an effort to change. However, if the issues persist despite clear feedback and opportunities to improve, formal disciplinary action may be required.
This can include:
- Verbal or written warnings.
- A Performance Improvement Plan (PIP) with clear objectives and timelines.
- A letter of Discipline
Ensure your approach is fair and adheres to applicable provincial or federal labour laws. If termination becomes necessary, having a documented and reasonable process will protect your organization from personal grievance claims.
Solutions for managing difficult employees: A positive outcome is possible
Dealing with problem employees isn’t easy, but addressing these issues thoughtfully and proactively can protect your workplace culture and team morale. Most importantly, it demonstrates your commitment to fostering a supportive and productive environment for everyone.
If you need guidance on managing disciplinary processes or employee termination, consult with an HR professional to ensure compliance with Canadian employment laws. MyHR’s expert advisors have supported hundreds of employers in managing their difficult employees. Get in touch with one of our HR solutions experts who can work with you to develop strategies to get any difficult employees back on track.
