Ask Us Anything: People Management expert Christina Foxwell answers your team performance questions.

This month we asked you for questions on people management and how to get your team to work effectively. Answering your Ask Us Anything questions is people management expert Christina Foxwell.

We have chosen the top four questions asked, and we hope Christina’s answers will help you and your team create the ultimate working relationship.

1. How do you manage underperforming employees? What is the best way to communicate this to them and have them pick up their performance without coming on too strong?

Managing Underperforming Employees: A Thoughtful Approach

Underperformance can stem from various factors, so approaching the situation with curiosity and clarity is key. Establishing a strong connection with the employee is essential before addressing performance issues. This connection should foster an environment where they feel seen, heard, and valued, allowing for honest dialogue without fear of judgement.

Steps to Address Underperformance:

• Clarify Expectations: Ensure you have communicated your performance expectations. If this hasn’t been established, this is your starting point. Employees must understand what is expected of them to align their efforts accordingly.
  

• Provide Constructive Feedback: Share your observations about their performance honestly. During this discussion, invite their perspective. This two-way conversation can uncover potential barriers to their success and show you are keen to support them.
  

• Explore Underlying Factors: Be curious and ask questions to understand the reasons behind their underperformance. Are there skill gaps? Is the role a good fit for them? Are they facing personal challenges that impact their work? This exploration can guide you in identifying the right support for them.
  

• Offer Support and Solutions: Based on your discussion, propose practical solutions. If it’s a skills issue, suggest training or mentoring. If it’s a role fit issue, consider discussing potential reassignment. If fear or unhappiness affects their performance, be open about these feelings and encourage honest conversations about their needs.
  

• Set Clear Goals Together: Collaborate with the employee to set achievable performance goals. Ensure these are specific, measurable, and time-bound. This creates accountability and gives them a clear direction to work towards.
  

• Follow Up Regularly: Schedule regular check-ins to monitor progress and provide ongoing feedback. This shows your commitment to their development and helps reinforce their efforts.
  

Key Principles:

• Be Real, Kind, and Clear: Always approach these conversations authentically and compassionately. Clarity in communication helps eliminate misunderstandings and sets a positive tone for improvement.

Following these steps, you create a supportive environment that encourages underperforming employees to recognise their challenges and work towards improvement without feeling overwhelmed or judged.

2. I want to change my management style to help suit the needs of my team. How do you suggest I strike a balance between how they like to be managed vs how I manage a team.

Adapting Your Management Style to Suit Your Team’s Needs

Changing your management style to better suit your team’s needs is a valuable endeavour that can enhance both individual and collective performance.

Here are some steps to help you find the right balance between how your team prefers to be managed and your existing management approach:

1. Self-Reflection

• Assess Your Current Style: Reflect on your current management approach.
  Consider how it aligns with your natural leadership style and where it may fall short. Understanding your tendencies — whether they lean more toward leadership or management — is the first step in adapting your style.
• Identify Areas for Growth: Recognise specific areas where you feel you could improve or adjust your management style. Are there situations where you tend to micromanage instead of empowering your team?

2. Understand Your Team

• Engage in Open Dialogue: Create a safe space for your team to share their preferences regarding management styles. This can be done through one-on-one meetings, team surveys, or informal discussions. Ask questions about what support they value most and how they prefer to receive feedback.
• Practice Connection: Building connection is vital. Aim to foster an environment where your team feels seen, heard, and valued. Connection can be defined as the energy that exists when mutual recognition and respect are present. By investing time in understanding your team members individually, you can tailor your approach to meet their needs.

3. Find the Balance Between Leadership and Management

• Recognise When to Lead vs. Manage: Distinguish between situations where leading is more appropriate than managing. Leading involves inspiring and guiding your team, while managing often entails overseeing tasks and ensuring outcomes. Acknowledge when to step back and let your team take the lead.
• Adapt Your Approach: Experiment with different management styles. For example, if your team prefers more autonomy, focus on delegating tasks and empowering them to make decisions. Conversely, if they need more guidance, offer structured support and regular check-ins.

4. Commit to Continuous Learning

• Study Leadership: Invest time in learning about effective leadership strategies. This could include reading books, attending workshops, or enrolling in leadership courses. Continuous learning will help you grow as a leader and adapt your management style.
• Seek Coaching or Mentorship: Finding a good coach or mentor can provide valuable insights into your leadership journey. They can help you identify blind spots and offer feedback on how to navigate changes in your management style effectively.

5. Implement Changes Gradually

• Take Small Steps: Implement changes to your management style gradually. This lets you and your team adjust without feeling overwhelmed. Regularly solicit feedback to understand the impact of these changes and make necessary adjustments.

Conclusion

By focusing on self-awareness, understanding your team’s preferences, and striking the right balance between leadership and management, you can create a more supportive and effective team environment. Remember, authentic leadership starts with understanding yourself, which ultimately enables you to connect with and empower your team.

3. As a small business with a small team, everyone wears multiple hats in our business.

How can we get a new employee to understand that there are times where people step into roles that may not have been in their job description?

Integrating New Employees into a Small Business Culture

In a small business, the heart of the operation lies in its people and their willingness to collaborate. Here’s how to help a new team member understand that they may need to step into roles outside their job description:

1. Communicate Your ‘Why’

• Clarify the Purpose: Ensure that your company’s mission and values are clearly articulated from the outset. This will help new employees understand the bigger picture and how their role contributes to the team’s success.
• Hire for Fit: When hiring, prioritise candidates who align with your purpose and values and those with the necessary skills. This will set the stage for a cohesive team willing to support one another.

2. Set Expectations Early

• Discuss Role Flexibility: During the onboarding process, have an open and honest conversation about the nature of small businesses. Emphasise that team members often wear multiple hats and that flexibility is key to success.
• Highlight Team Collaboration: Explain that everyone contributes to various tasks and projects and that stepping into different roles fosters a supportive work environment.

3. Encourage Learning and Growth

• Promote Cross-Training: Encourage new employees to learn about other organisational roles. This enhances their skill set and promotes teamwork and understanding among team members.
• Foster a Growth Mindset: Cultivate a culture where employees feel comfortable stepping out of their comfort zones. Reinforce the idea that learning new roles benefits personal and professional development.

4. Be Transparent About Culture

• Define the Team Culture: Be clear about the culture you are building and how collaboration is essential to its success. This includes being kind, honest, and open with one another.
• Lead by Example: Demonstrate the behaviours and attitudes you want to see in your team. Show your willingness to step into different roles and support others as needed.

5. Solicit Feedback and Adjust

• Encourage Open Communication: Create an environment where team members feel comfortable providing feedback about their experiences and challenges while adapting to their roles.
• Be Open to Adjustments: Use this feedback to refine your onboarding process and ensure it effectively prepares new hires for the realities of working in a small business.

By clearly communicating your purpose, setting expectations, and fostering a culture of collaboration and growth, you can help new employees understand and embrace the flexibility required in a small business setting. This approach strengthens the team and enhances overall performance and satisfaction.

4. How can I deploy AI to help with people management?

Integrating AI into People Management

AI can be a valuable ally for leaders, significantly enhancing people management practices. Here’s how to effectively incorporate AI into your management strategy:

1. Data Analysis and Insights

• Leverage Data for Decision-Making: AI can analyse employee performance metrics, engagement surveys, and turnover rates, providing insights that inform decision-making. This helps leaders identify trends and areas for improvement.
• Predictive Analytics: Use AI to forecast employee turnover or identify potential issues before they escalate. By analysing patterns, AI can help you proactively address challenges, improving retention and satisfaction.

2. Time Savings

• Automate Routine Tasks: AI can automate administrative tasks such as scheduling meetings, managing calendars, and sending reminders. This frees up valuable time for managers to focus on more strategic activities and interpersonal interactions.
• Streamlined Communication: Utilise AI-powered tools to draft emails, generate reports, or summarise meetings. This not only saves time but also ensures consistent messaging across the team.

3. Enhanced Communication and Feedback

• AI Chatbots for Support: Implement AI chatbots to handle frequently asked questions from employees. This ensures timely responses and allows your HR team to focus on more complex inquiries.
• Real-Time Feedback Tools: Use AI tools to facilitate ongoing feedback mechanisms, enabling employees to provide and receive feedback easily. This fosters a culture of continuous improvement and open communication.

4. Personalised Employee Experience

• Tailored Development Plans: AI can analyse employee skills, preferences, and career aspirations to recommend personalised training and development opportunities. This enhances engagement and helps employees feel valued in their growth journey.
• Customised Onboarding Processes: AI can help create tailored onboarding experiences for new hires, ensuring they receive the information and resources they need to succeed from day one.

5. Strategic Positioning and Planning

• Idea Generation and Innovation: Use AI to brainstorm and evaluate new ideas or initiatives. AI can analyse market trends and competitor strategies, providing valuable insights that help refine your approach.
• Performance Metrics Visualisation: AI tools can create visual representations of performance data, making it easier for leaders to present information to stakeholders and drive informed discussions.

By integrating AI into your people management practices, you can streamline processes, gain valuable insights, and enhance the overall employee experience. This allows you to dedicate more time to fostering relationships with your team and creating a positive work environment. Embrace AI as a powerful partner in leadership, and leverage its capabilities to elevate your management strategy.