98. Managing Difficult Employees Without Conflict.
How to address challenging behaviours while maintaining morale.
Imagine this - An employee consistently misses deadlines, another resists feedback, and a third regularly creates tension within the team. Over time, you notice -
Lower team morale, as frustration builds among colleagues.
Declining productivity, as poor behaviour impacts workflow.
Increased workplace conflict, as tensions rise between team members.
Higher turnover, as valued employees leave due to a toxic work environment.
Addressing difficult employees is essential to maintaining a healthy workplace, but handling these situations poorly can lead to resentment, defensiveness, and further conflict.
HR psychology tells us that employees respond best to fairness, clarity, and structured problem-solving. If poor behaviour is ignored or mishandled, it can create long-term issues within the team.
The challenge? How do you correct problematic behaviour while keeping the workplace positive and productive?
The Solution – A Three-Part Approach - Identify, Address, and Support
Managing difficult employees effectively requires identifying behaviour issues early, addressing them with professionalism, and providing structured support for improvement.
1. Identify & Assess the Root of the Issue
Before taking action, leaders must understand the cause of an employee’s difficult behaviour.
A. Recognise Signs of Problematic Behaviour
Chronic negativity or resistance to teamwork.
Missed deadlines or declining work quality.
Disruptive actions affecting colleagues.
Defensive or dismissive attitude toward feedback.
Red Flag - If employees frequently complain about a colleague’s behaviour, the issue may be more serious than it appears.
B. Determine Possible Causes
Is the employee experiencing personal or professional stress?
Are they lacking proper guidance or training?
Do they feel undervalued, overworked, or unsupported?
Is there a personality conflict or workplace culture mismatch?
HR Psychology Insight - Understanding the root cause helps leaders approach the issue with empathy and fairness.
C. Gather Objective Feedback & Observations
Document specific incidents where behaviour has been disruptive.
Seek input from colleagues, managers, or HR professionals.
Ensure feedback is fact-based rather than opinion-driven.
HR Best Practice - Objectivity prevents conversations from feeling like personal attacks and keeps discussions productive.
2. Address the Behaviour Professionally & Constructively
Once the issue is identified, it must be handled in a way that encourages improvement rather than defensiveness.
A. Have a Private & Respectful Conversation
Schedule a one-on-one meeting in a neutral setting.
Approach the discussion with calmness and professionalism.
Use the SBI method (Situation-Behaviour-Impact) to clearly explain concerns.
Example - “In last week’s team meeting (Situation), you interrupted colleagues multiple times (Behaviour), which made it difficult for others to contribute (Impact).”
Red Flag - If the employee feels attacked, they may become defensive rather than receptive.
B. Set Clear Expectations & Boundaries
Define the behaviour changes needed and set clear goals.
Outline how improvement will be measured.
Provide a timeline for progress and follow-up meetings.
HR Psychology Insight - Employees are more likely to change their behaviour when expectations are specific and measurable.
C. Listen to the Employee’s Perspective
Encourage them to share their side of the story.
Identify underlying concerns or workplace frustrations.
Offer support where appropriate, such as training or mentorship.
HR Best Practice - Employees who feel heard are more likely to engage in positive change.
3. Provide Support & Monitor Progress
Once expectations are set, ongoing support ensures long-term improvement.
A. Offer Coaching & Development Opportunities
Provide mentorship or skills training to address gaps.
Encourage self-awareness and professional growth.
Recognise progress and encourage continued improvement.
Red Flag - If an employee feels they are being “set up to fail,” they may disengage or escalate difficult behaviour.
B. Monitor Behaviour & Follow Up Regularly
Schedule consistent check-ins to assess progress.
Address ongoing challenges with adjusted support strategies.
If behaviour doesn’t improve, implement further action plans.
HR Psychology Insight - Continuous feedback helps reinforce positive changes and prevents future issues.
C. Escalate if Necessary & Apply Consequences Fairly
If no improvement occurs, consider formal warnings or disciplinary action.
Ensure any consequences align with company policies and are consistently applied.
If necessary, explore role adjustments or termination as a last resort.
HR Best Practice - Fair and structured escalation ensures accountability while maintaining workplace integrity.
Reflective Scenario – What Would You Do?
An employee consistently resists feedback, causing frustration among colleagues and affecting team performance. Previous conversations haven’t led to meaningful change.
Using the strategies above, you might -
Schedule a private discussion to revisit the issue and clarify expectations.
Listen to their perspective to identify potential barriers to improvement.
Set measurable goals for behaviour change and provide necessary support.
Monitor progress and escalate appropriately if no improvement occurs.
By addressing issues with professionalism, empathy, and structure, SME leaders can resolve difficult behaviours while maintaining workplace morale and respect.
Golden Nugget - "Great leaders don’t avoid difficult conversations—they approach them with clarity, empathy, and a focus on solutions. Managing challenging employees effectively strengthens the entire team."
By applying early identification, structured feedback, and ongoing support, SME owners can create a workplace where employees are held accountable while feeling valued and empowered to improve.