6 Steps to Handle a Team Member Who Is Not Pulling Their Weight

How to Handle a Team Member Who Is Not Pulling Their Weight
We define a team as a collection of people all working for a common goal.  We know from our organizational culture assessment data that teams outperform individuals when performance requires multiple skills, judgments, and experiences. We also know that team effectiveness is typically measured by the collective performance of its members. And unfortunately, every team leader eventually faces the challenge of dealing with a team member who is not pulling their weight.

Underperformance or misaligned behaviors, if not managed promptly and effectively, can undermine team morale, strain resources, and disrupt productivity. The faster you can help or find a better situation for underperformers, the better it is for them and the rest of the team.

6 Steps to Handle a Team Member Who Is Not Pulling Their Weight
Here are six steps to approach this issue without alienating the individual or compromising the team’s morale:

1. Identify the Root Cause and Implications
   Before acting, invest the time to fully understand why the team member is not meeting expectations. We know from people manager assessment data that too many leaders assume that the surface level problem is the true challenge. Common underlying reasons include personal problems, lack of motivation, skill or knowledge gaps, and unclear expectations.

   Initiate a one-on-one conversation with the individual to understand their perspective. Be empathetic and ask open-ended questions that encourage them to share their goals, problems, and needs.

   Do you and the team member agree upon the root cause and the implications of not meeting expectations?

2. Set Clear Expectations
   We know from our organizational alignment research that strategic clarity accounts for 31% of the difference between high and low performance. We also know from performance management data that employee underperformance often stems from a lack of clarity around roles, responsibilities, scope, and performance metrics. If you have a team member who is not pulling their weight, revisit the team’s goals and accountabilities along with the individual’s role within the team.

   Ensure that performance and behavior expectations are clear, relevant, achievable, fair, accurate, and measurable. Document expectations to secure their commitment and set a solid foundation for ongoing accountability.

   Are individual and team expectations clear enough?

3. Provide Support and Resources
   High performance cultures provide high levels of support. Once performance and behavior expectations are set, ensure that team members have the necessary resources and support to meet expectations and feel empowered to succeed. Assistance may include customized training, coaching, mentoring, or access to specific tools or information.

   Does your team member feel equipped enough to handle the tasks at hand?

4. Monitor Progress and Give Feedback
   Regular check-ins and feedback are essential in managing expectations and keeping team members on track. Establish a timeline for reviewing progress and be consistent in following up. During these reviews, discuss areas that are on track, off track, and next steps.

   Feedback should be frequent, specific, actionable, and focused on specific behavior and outcomes rather than personality. Recognize any improvements and lessons learned, however small, to help boost confidence and motivation.

   Are you monitoring progress and providing constructive feedback?

5. Address Issues Directly
   If there is no significant improvement despite your efforts, it is crucial to address the situation directly. Be honest and transparent about the consequences of continued underperformance. While this can be a difficult conversation, it is necessary for the sake of the team’s overall productivity and morale.

   Ensure that the discussion is conducted respectfully and professionally, keeping the focus on finding a solution rather than assigning blame.

   Are you quickly and directly addressing issues?

6. Promote a Culture of Accountability
   Cultivating a team culture where accountability is valued and expected can prevent underperformance issues from arising in the first place. A culture of accountability encourages open communication, rewards those who consistently contribute, and ensures performance status is transparent to all.

   When accountability is ingrained in the team’s culture, it becomes easier to address underperformance as an exception rather than a norm.

   Are you promoting a culture of accountability?

The Bottom Line
Dealing with a team member who is not pulling their weight requires a thoughtful and balanced approach of empathy, clear communication, and accountability. By understanding the root cause, setting clear expectations, and providing the necessary support, team leaders can set individuals up to improve. If performance issues persist, address them directly to maintain a culture of accountability and promote team cohesion.

To learn more about how to handle a team member who is not pulling their weight , download Performance Pressure – The Science Behind Performance Expectations