How to Manage Difficult Employees in a Small Team

Get specific about what’s causing the problem

When you’re frustrated, words like “overbearing” or “lazy” can feel like shorthand. But imagine being on the receiving end of either one. What would you know to do differently on Monday?

Before you speak to the person, write down one or two recent examples. “You need to be more proactive” leaves a lot open to interpretation. “If you think Friday’s handover will be late, let me know that morning so we can make a plan” gives you both a clear expectation to work from.

When someone dominates meetings

Someone who is quick to offer a view can be an asset, especially when the team is stuck. The problem to address is what happens when other people are repeatedly interrupted, questions directed to them are answered for them, or decisions are made before they’ve had a chance to contribute.

If it happens in the meeting, you can bring the discussion back to the person who was speaking. “Hang on, I’d like to hear the rest of what Priya was saying.” If it keeps happening, follow up privately with an example.

“In yesterday’s meeting, you answered two questions I’d directed to Priya before she had a chance to respond. Next time, I’d like you to give her time to answer, then add your view.”

You can also look at how you run the meeting. If you tend to accept the first answer and move on, pause before settling a decision and invite input from the people who’ll be doing the work. Give people the option to send comments beforehand when they need time to think something through.

When someone repeatedly misses deadlines or handovers

Before deciding someone isn’t putting in enough effort, check whether you both understood who owned the task, when it was due, and what a completed handover looked like. If those expectations were clear, raise the gap and ask what got in the way.

“The last two handovers came through after the agreed time, so the afternoon team had to start without that information. Can you walk me through what happened? For Friday, we need the handover by noon. If that’s looking difficult, when can you let me know so we have time to sort it out?”

The answer helps you decide what to do next. If two urgent tasks landed at once, you may need to clarify which one takes priority. If the person is unsure what goes into a handover, you could review an example together. If the expectation is clear and the problem continues, agree on the next step and a date to review it. For more guidance on addressing recurring performance concerns, see the Fair Work Ombudsman’s guide to managing underperformance.

When the same person keeps picking up the slack

In a small team, it can be easy to miss the extra work because the task still gets done. You see that the handover went out. You may never see who stayed back to finish it, what they had to put aside, or how often it happens.

If someone keeps stepping in, ask what they’ve been covering and what it’s doing to their own workload. Then make clear where you want them to bring the problem to you.

“Thanks for telling me you’ve been finishing the handovers. I’d like to understand what that’s meant for your own work. If the next one is missing, please flag it with me so I can decide how we cover it and follow up.”

Then follow through. If a task needs urgent cover, say who will handle it and what they can put aside to make room. Separately, speak with the person responsible for the original task. Keep that conversation private while being clear with the team about who owns the work going forward.

Finish with an agreement you can check

A difficult conversation can feel like it went well because everyone was polite and you’re relieved it’s over. Before you leave the room, check that you both know what happens next.

• Agree on what the person will do differently and when.
• Confirm what support or clarification you’ll provide.
• Set a time to check how it’s going.

At the check-in, use a recent example. “Friday’s handover was ready by noon, and the afternoon team could start on time. How did the new process work for you?” If the issue is still happening, you now have something specific to discuss and can decide what further action is needed.

If a difficult situation at work is following you home, affecting your sleep, or leaving you replaying conversations, you can read more about counselling for adults at aMAZEin’ Minds Psychology.