7 Warning Signs of a Problem Employee and How to Address Them
No workplace is perfect, and as a manager, you’ll likely encounter a range of personalities and performance levels. Most employees will do their best to meet expectations, but occasionally, you may come across an individual whose behavior or performance disrupts the team, reduces morale, or threatens productivity. These are the problem employees—the ones whose actions create challenges that can't be ignored.
Identifying the early warning signs of a problem employee is key to addressing the issue before it spirals out of control. Here are seven common signs of a problem employee and tips on how to address them effectively.
1. Chronic Lateness or Absenteeism
An employee who is consistently late or frequently absent without valid reasons may be exhibiting a lack of commitment or respect for workplace rules. While everyone has the occasional emergency or personal issue, chronic lateness and absenteeism can affect the team’s morale and productivity, especially if it creates more work for others.
What to Watch For:
Frequent late arrivals without notifying management.
A pattern of “sick days” or personal leave without legitimate reasons.
Using excuses or blaming external factors for being late or absent.
How to Handle It: Start by having a private conversation with the employee to understand if there are underlying issues—such as personal struggles or transportation problems—that might be affecting their attendance. Set clear expectations about attendance and consequences for continued lateness or absenteeism. Document the discussion and follow up to ensure improvement.
2. Poor Performance or Low Productivity
If an employee consistently fails to meet expectations, misses deadlines, or produces low-quality work, it’s a red flag. While everyone can have an off day or week, a problem employee will show a consistent pattern of underperformance, which can drag the entire team down.
What to Watch For:
Missed deadlines or incomplete work.
Subpar work quality, even after feedback.
Requiring constant supervision or corrections from managers or peers.
How to Handle It: Provide clear, constructive feedback about their performance and establish measurable goals for improvement. Create a performance improvement plan (PIP) if necessary, and offer support such as additional training or resources. If there’s no improvement after reasonable interventions, it may be time to consider more formal disciplinary actions.
3. Negative Attitude or Disruptive Behavior
A problem employee with a negative attitude can quickly poison the workplace atmosphere. This individual might constantly complain, resist feedback, or spread negativity among colleagues. Their behavior can lead to lower morale and productivity, as others may become frustrated by the toxic environment they create.
What to Watch For:
Frequent complaints about work, management, or colleagues.
Resistance to feedback or constructive criticism.
Behavior that disrupts team dynamics, such as gossiping or refusing to collaborate.
How to Handle It: Address the negative behavior in a private meeting, focusing on how it impacts the team and work environment. Encourage open dialogue, but make it clear that negativity will not be tolerated. Encourage solutions-oriented thinking, and if necessary, outline behavioral expectations in writing, with consequences for continued disruptions.
4. Resistance to Authority or Ignoring Instructions
A problem employee who frequently resists authority or disregards instructions can be a major challenge to manage. They may refuse to follow procedures, question every directive, or outright ignore requests from their supervisors. This behavior undermines leadership and can create inefficiencies within the team.
What to Watch For:
Defiance or pushback when given instructions or feedback.
Ignoring company policies or procedures.
Acting independently without regard for team goals or management guidance.
How to Handle It: In this case, it’s important to be direct. Clearly communicate the expectations for following instructions and respecting authority. Document instances of defiance and explain the consequences of continued behavior, which could include formal disciplinary actions if the employee refuses to comply.
5. Frequent Conflicts with Coworkers
A problem employee who regularly engages in conflicts or arguments with colleagues can quickly disrupt the team’s harmony. Whether it’s constant disagreements, creating cliques, or refusing to collaborate, interpersonal issues can derail productivity and make it harder for the team to work together.
What to Watch For:
Regular complaints from coworkers about the individual.
Tension or hostility during meetings or collaborations.
A pattern of interpersonal conflicts or disputes.
How to Handle It: Act swiftly to mediate conflicts between employees. Encourage direct communication between parties and offer to facilitate a conversation to resolve issues. If the problem employee is consistently involved in conflicts, focus on helping them develop better communication and teamwork skills. Make it clear that continued conflict will not be tolerated and could lead to disciplinary action.
6. Excessive Need for Supervision
While some employees need more guidance than others, a problem employee will constantly require hand-holding, often redoing tasks they’ve been trained on multiple times. They may struggle to work independently, lack initiative, or simply not care about the quality of their work unless someone is watching.
What to Watch For:
Needing constant guidance for tasks they should already know.
Being unable to complete tasks without frequent check-ins or oversight.
Showing little initiative or effort to work independently.
How to Handle It: Offer additional training or resources to help the employee improve their skills, but set clear expectations for them to work more independently. If they continue to need excessive supervision despite the support, reassess their fit for the role. It may be that they need a different position or could benefit from clearer role definitions.
7. Dishonesty or Manipulation
Dishonesty in the workplace—whether it’s lying about hours worked, hiding mistakes, or attempting to manipulate colleagues or managers—can quickly erode trust. A problem employee who engages in dishonest behavior can not only disrupt team morale but also compromise the integrity of the organization.
What to Watch For:
Inconsistent stories or explanations for missed deadlines or mistakes.
Attempts to shift blame onto others or deflect responsibility.
Behavior that suggests they are trying to manipulate managers or coworkers.
How to Handle It: Address dishonest behavior head-on. Provide specific examples of the dishonesty and explain why it’s unacceptable. Make it clear that integrity is a key value of the organization and that continued dishonesty will not be tolerated. In cases of serious dishonesty or manipulation, disciplinary actions may need to be taken swiftly.
Final Thoughts
Identifying problem employees early can save you and your team from a lot of frustration and lost productivity. By recognizing the warning signs—such as poor performance, negative attitudes, frequent conflicts, and dishonesty—you can address the behavior before it causes lasting damage.
The key to managing problem employees is direct, consistent communication and a willingness to intervene when necessary. Whether the issue stems from performance, behavior, or attitude, early intervention paired with clear expectations and support can often turn things around. However, if the employee continues to be a disruptive force, it may be time to consider more formal disciplinary action to protect your team and the organization’s well-being.
