There are a few very common mistakes that managers can make when addressing performance problems. These mistakes typically occur because the manager is trying to resolve the performance issues quickly and may easily overlook a few details that may be important in actually resolving the problem.

Providing Untimely Feedback

A performance improvement discussion should be held in private as quickly as possible after the incident the manager is concerned about occurs. Don't wait until the employee's annual performance appraisals to let them know they're not measuring up or that there is a problem or complaint. Throughout the year have regular meetings to touch base.

Not Addressing the Problem Directly

Don't dance around the issue. Be clear and concise. Discuss how your expectations differ from the employee's performance. Prepare documentation to demonstrate the discrepancy between your expectations and an employee's performance, and stick to facts so employees can't argue with your criticisms.

Ask why expectations aren't being met and then listen. After presenting your concerns, let the employee speak. One of the big mistakes managers make is to talk the whole time.

Incorrect Problem Identification

While it may be easy to identify an employee with a performance problem, it is not always easy to identify the problem. If a manager does not properly identify the problem, she will have a difficult time correcting it.

In order to properly identify a performance problem, managers have to use several different skills. They need to observe the employee on a daily basis so they may notice changes in his actions. A manager must be willing to communicate with the employee and ask why there is a problem. She also needs to know how the job should be done.

Failing to Motivate the Employee

When the problem is a performance issue, the employee often needs to be motivated if he is going to improve. A manager can point out a performance problem and tell the employee to improve, but if he is not motivated to improve he will not. Motivation can come in many different ways. Simple words of encouragement may be enough. Sometimes, the motivation may be that the employee will be disciplined if his performance does not improve. Regardless of the type of motivation, employees will typically respond more positively if they have a reason to improve.

Lack of Follow-Up

Often managers address a performance problem with an employee but forget to follow-up with the employee. Managers need to check on an employee's progress to insure that the problem was properly addressed. If an employee has improved his performance, it is a good idea to let him know. This shows that the manager not only notices the problems, but also notices when an employee does well.

Employees depend on managers to provide honest assessments of their skills and help them meet challenges. The exceptional manager is one who can change people's behavior quickly. Every leader must know how to give and receive criticism to gain trust, respect, and credibility. We can punish people into compliance, but not into commitment. And commitment is what you want. Managers need to remember that it is their responsibility to help employees succeed in their jobs.