Teamwork inevitably brings together individuals with varying skill levels and abilities. In addition to the varying skill level is the added challenges of different work ethics, personalities, personal baggage, home life demands. All of these factors can lead to varying productivity at work, and can sometimes lead to perceptions of being inexperienced and/or incompetent. The wider the gap between co-workers, the greater the potential for conflict and resentment to arise. These different dynamics can be incredibly challenging and make for a common topic of conversation during coaching sessions.

As a leader, you are responsible for ensuring these gaps are addressed to avoid conflict from brewing. But what if a co-worker is the problem? What if you express concerns over a co-worker's lackluster performance to their boss or HR, and nothing changes? In most cases, people will then resort to venting to other co-workers, which quickly spirals into toxic workplace territory. Not a good look, and not good for morale.

Regardless of the context, dwelling on the differences and spending too much focus and energy on things your co-workers or team members aren’t doing, rarely brings you closer to a resolution. While it may seem daunting at first, it is possible to find ways to coexist and thrive collectively without adding undue stress or extra work. Here’s the kicker: as any good leader would do, you might be the one that has to lead shift and break the cycle of negativity and model new, more effective ones to show your team and co-workers how it can be done.

In this week’s newsletter, I present strategies to help new leaders and emergent leaders navigate the sometimes challenging dynamics that bubble up between high-potential team members and their underperforming colleagues.

However, before addressing the strategies, it's important to develop a clear understanding of your co-workers' contexts. Perceived incompetence or disengagement can stem from a range of factors, including lack of experience, unfamiliarity with the task, or personal challenges, which you may not be aware of. Approaching the situation with empathy is much more likely to foster a more positive environment for resolution.

Strategies for Frustrated Team Members:

Open Communication

Initiate a non-confrontational conversation with an underperforming colleague or direct report to express your concerns. Use "I" statements to share how their performance impacts your ability to do your or the team’s work. Avoid blaming or criticizing. For example, if you are constantly waiting on someone to complete their tasks for you to be able to complete a project, you may start the conversation by asking open-ended questions (questions that can’t be answered by a simple “yes/no”). For example,

• “I’m checking in to make sure we’re still aligned with the completion date. What’s left to complete?”
• “What can I/team do to help?”
• “What’s getting in the way of you completing the work by X date, and what can we do to mitigate that?”

Avoiding singling them out by making a habit of asking these questions to all team members. It may also be helpful to break the ice and admit to some challenges you may be experiencing yourself so that others feel comfortable chiming in with their own challenges.

Set Clear Expectations

Whether you’re collaborating with a co-worker or delegating to a direct report, clearly outline expectations and deadlines for tasks. Why bother? Because everyone’s definition of good/completed work varies greatly. If you need part of the project to accomplish a certain thing, you need to be clear to that individual what that finished part needs to look like for you to integrate it into your part of the project. Providing a super sharp vision of the final product they need to produce can help mitigate misunderstandings and will enhance the chances of success. This step is also crucial for cohesion when collaborating with several team members.

Offer Assistance

If appropriate, extend a helping hand by offering help or guidance without patronizing. Most times when progress is lagging, it’s because the individual isn’t clear on what steps to take next, and out of fear of coming across as incompetent, they resist asking for help. That’s right - people would rather stay stuck and ruminate than ask for help. Before getting discouraged at the idea of taking on more work, know this: help can sometimes be as simple as acting as a sounding board for a when they’re stuck. Taking a collaborative approach will improve team morale and get things moving again. Individuals receiving/witnessing the help will also be more likely to reciprocate the favor.

Focus on Solutions, Not Blame

Rather than dwelling on the problem, try to focus your energy on a more collaborative problem-solving approach. Before stepping into a conversation with this individual, take a deep breath and then ask if they are open to talking about it. If they are open to it – perhaps break the ice by sharing a story of when you struggled in a comparable situation, or suggest improvements, alternative approaches, or resources that could aid in the completion of tasks. If they are not open to hearing your advice, then save yourself the time and carry on with your business.

Positive Reinforcement

Recognize even small improvements in your co-worker's performance. Positive reinforcement can boost their your co-workers'/team members' spirits and encourage them to strive for further growth. The more specific the acknowledgement, the better. “Good work” isn’t informative for future projects. Get specific, and this will hint at the types of things that you would expect from them in the future.

Seek Feedback Yourself

Regularly ask for feedback from team members and supervisors. I can't say this enough: as a leader, YOU need to be the model of professional development and growth. YOU get to set the tone for what the norm is within the team. Because co-workers and team members benefit from the improvements you make, it also inspires THEM to be better.

Self-Assessment

Regularly evaluate your own performance and identify areas where you feel “ick”. While it’s always so much easier to place the blame on someone else’s mediocre performance, it’s not always within your control to change it. The problem is, there are many factors that could be impacting their performance – many of which are out of your control. What you can control is your own performance. By shifting your focus on actioneable items that are within your control, you can alleviate a good portion of the stress and frustration.

Skill Development

Take the initiative to proactively enhance your own skills. Don’t be afraid to share your learning journey with others. It can break the ice and create an environment where knowledge sharing and growth is celebrated, rather than shaming the gaps.

Time Management

If you are a particularly efficient worker, why not share your time management or productivity “secrets” with other team members? My clients always ask about what others do in similar situations. People love to hear about useful life hacks. They may not adopt them all, but it will create an environment that normalizes discussing wins and overcoming challenges, all while elevating the team.

Own Your Mistakes

Acknowledge your errors without fear. Model accountability, by demonstrating accountability and a willingness to rectify mistakes, can earn the respect of your team members.

Empathy

Put yourself in the shoes of your underperforming colleague. Recognize that everyone has their strengths and weaknesses. Offer positive reinforcement and cultivate patience, knowing that improvement takes time. A positive and supportive approach can accelerate the learning curve.

Coexisting, handling, and thriving within a group of mixed competencies requires a combination of understanding, communication, and empathy. By implementing these strategies and fostering a supportive atmosphere, teams can navigate this challenge while maintaining their productivity and camaraderie. Remember that the goal is not just to survive the situation, but to collectively thrive and grow as professionals.