How to Coach Employees Who Aren’t Meeting Expectations

Effective leadership isn’t just about guiding employees when things are going well. It’s equally about how to handle situations where employees aren’t meeting expectations. Coaching underperforming employees is a crucial skill for any leader. But how do you approach the situation? What steps can you take to help the employee improve?

What Does "Coaching" Mean?

Coaching is a process that involves guiding, mentoring, and helping individuals improve their performance by providing feedback, encouragement, and constructive advice. In the context of the workplace, coaching is about developing employees to meet their potential, refine their skills, and contribute effectively to the organization’s goals.

Why Is Coaching Important?

When employees aren’t meeting expectations, it’s often a sign that there’s a gap—whether it’s in skills, motivation, or understanding. As a leader, your role is to bridge that gap through coaching. This proactive approach doesn’t just improve performance—it also helps to build trust, improve morale, and ultimately boost team productivity.

How to Coach Employees Who Aren’t Meeting Expectations

Coaching an employee who isn’t meeting expectations can be challenging, but it’s crucial to address the issue in a way that is both productive and supportive. Here are steps you can take:

1. Identify the Issue Clearly

Before you can coach an employee effectively, you need to understand exactly where they are falling short. Are they missing deadlines? Are they delivering work that lacks quality? Or is there a lack of engagement? Pinpointing the exact problem will help you focus your coaching on the right areas.

Example:
If an employee isn’t meeting sales targets, look at their methods. Are they struggling with cold calling? Are they unclear on the product features? Identifying the exact issue is the first step to effective coaching.

2. Set Clear and Realistic Expectations

Make sure the employee fully understands what is expected of them. Sometimes, miscommunication can be the root of the problem. Have a clear, candid conversation about their performance and the specific expectations for their role. Setting clear goals will give them a sense of direction and purpose.

Example:
If an employee is late on project submissions, outline clear deadlines and steps for success. Use tools like project management software (e.g., Trello, Asana) to keep track of progress and deadlines.

3. Provide Constructive Feedback

Feedback is a critical component of coaching. It's important to be specific and constructive in your feedback. Rather than focusing solely on what went wrong, highlight areas of improvement and offer actionable suggestions.

Example:
Instead of saying, "You didn’t meet the target," say, "Your target wasn’t met because you didn’t follow up with leads after the first contact. Let’s set a plan to follow up within 48 hours to increase conversions."

4. Create an Action Plan Together

Collaboration is key. Involve the employee in developing a plan to improve performance. This helps foster accountability and empowers them to take ownership of their improvement. Make the plan specific, measurable, and time-bound. For instance, if an employee is struggling with time management, you could work together to create a schedule and prioritize tasks.

Example:
Work with the employee to create a timeline for completing tasks. Set realistic goals like, “By the end of this week, we’ll have two follow-up calls completed every day.”

5. Offer Support and Resources

Sometimes employees fail to meet expectations due to a lack of resources, training, or support. Ensure they have the tools they need to succeed. Offering additional training, mentorship, or even just moral support can help them overcome barriers to success.

Example:
If an employee struggles with a software program, offering to enroll them in a training session or providing more hands-on coaching can help them catch up and improve.

6. Monitor Progress and Give Continuous Feedback

Coaching is an ongoing process. Monitor the employee’s progress and continue providing feedback regularly. This helps them stay on track and adjust their approach if necessary. Regular check-ins also ensure that any issues are addressed early before they become bigger problems.

Example:
If you set a target for improving communication skills, regularly ask the employee how they feel about their progress. Encourage them to reflect on their challenges and adjust their approach.

7. Recognize Improvement

Finally, don’t forget to acknowledge when progress is made. Recognition, even for small improvements, helps reinforce positive behavior and motivates employees to keep pushing forward.

Example:
If an employee has significantly improved their sales performance, acknowledge the improvement in a team meeting. Praise their efforts, and let them know that their hard work is being noticed.

Conclusion

Coaching employees who aren’t meeting expectations requires patience, clarity, and consistent effort. By providing clear expectations, actionable feedback, and the right resources, you can help your employees grow, overcome challenges, and ultimately succeed. Your role as a coach is to guide them, not just to fix the problem, but to help them develop skills that will benefit them—and the company—long-term.

Every underperforming employee is an opportunity to improve both individually and as a team. By creating a positive and supportive environment, you empower your employees to meet their potential.

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