Posted on: October 15, 2025                                                                                                  

When an employee’s conduct, attitude, or performance doesn’t meet expectations, it can have a significant impact on the workplace. Here are some guidelines for helping get an employee back on track.

Act promptly. 

If an employee isn't meeting performance or conduct expectations or is violating company policies, address the situation promptly. Don't wait until their annual performance review or until their conduct or performance gets worse. 

Meet with the employee.  

Meet with the employee in private. You can start by expressing your appreciation for their contributions and praising examples of their good work. Then, get straight to the point of the meeting by letting them know you have concerns about their performance and/or conduct to address. You may consider having another individual, such as a manager or an HR representative, present during the meeting. 

Give examples. 

Be prepared to give examples of the employee’s performance, conduct, or attitude that failed to meet expectations. Refer to applicable policies and performance goals as needed.

Use fact-based, objective statements. 

Avoid subjective, judgmental statements. Instead, use fact-based, objective statements. For example, “as outlined in your goals for this quarter, the deadlines for your last three assignments were August 1, September 1, and October 1, but you missed all three,” is a fact-based statement that clearly identifies the issue for the employee. 

Reassure the employee that you are there to help.

Explain that you are trying to help them improve. Ask the employee to reflect on their past actions and if they have ideas for steps they can take to improve. Then, give them an opportunity to respond. Consider their perspective when developing a plan for improvement.

Confirm expectations. 

Ensure that you confirm your expectations for improvement and give your employee examples of the performance, conduct or attitude you expect. Ask them to acknowledge the discussion in writing.

Consider whether certain employer obligations apply. 

During the meeting, the employee may reveal information that can trigger certain obligations. For example:

• If the employee discloses that the reason for their change in behavior or performance is because they're a victim of sexual or other type of harassment, launch a prompt investigation into the allegations.
• If the employee reveals they have a disability, you may be required to provide a reasonable accommodation to the employee.
• If they reveal symptoms of burn out, offer company resources that may help, such as an Employee Assistance Program, and help them develop a plan for improving.
• And, if they are having difficulty working with another employee, guide them through resolving workplace disagreements.

Document the discussion. 

Document the meeting, including the date and substance of the conversation, and retain a record of it in the employee's personnel file.

Follow up with the employee. 

Follow up with the employee to see how they're doing. If you have seen signs of improvement, give examples and acknowledge them. If their performance/behavior hasn't improved, further intervention may be necessary.

Conclusion

When an employee's conduct, attitude, or performance isn't meeting expectations, address the issue promptly to help get the employee back on track.