Managing a team is never easy. But when you have difficult employees in your workplace, things can get really tough. I’ve seen how challenging employees can affect team morale, reduce productivity, and create toxic work environments.
As someone who has worked with different types of employees over the years, I know that every workplace has its share of difficult people. The good news is that with the right approach, you can manage these situations effectively.
In this guide, I’ll help you identify the most common types of difficult employees and share practical strategies to handle them. Let’s dive into this important topic that affects workplace harmony and business success.
What Makes an Employee Difficult?
Before we look at specific types, it’s important to understand what makes an employee difficult to manage. Difficult employees are those who consistently show behaviors that hurt team productivity, create workplace conflicts, or damage company culture.
These employees might resist change, spread negativity, or fail to meet basic job requirements. Sometimes, their behavior comes from personal issues, lack of proper training, or poor communication from management.
Understanding the root cause is the first step in dealing with difficult employee situations effectively.
Identifying Types of Difficult Employees
Every manager needs to know how to spot difficult employees early. Here are the most common types you’ll encounter in your workplace:
1. The Underperformer
The underperformer is probably the most common type of difficult employee. These team members consistently miss deadlines, produce poor quality work, or fail to meet basic job requirements.
I’ve noticed that underperformers often lack the skills needed for their role. Sometimes they’re in the wrong position, or they haven’t received proper training. Other times, they simply lack motivation or accountability.
Signs of an underperformer include:
- Missing deadlines regularly
- Poor quality work output
- Making excuses for mistakes
- Lack of initiative or enthusiasm
- Need constant supervision
2. The Overachiever (Toxic High Performer)
This might surprise you, but overachievers can also be difficult employees. While they deliver great results, toxic high performers often create problems for their teammates.
These employees might take credit for others’ work, refuse to collaborate, or look down on colleagues they see as less capable. Their behavior can damage team morale even while they boost individual productivity.
Warning signs include:
- Refusing to help teammates
- Taking all the credit
- Creating competition instead of collaboration
- Showing disrespect to colleagues
- Putting personal success above team goals
3. The Resister
Change is hard for everyone, but resisters make it even harder. These employees oppose new processes, refuse to adapt to company changes, and often influence others to resist too.
I’ve seen resisters who complain about every new policy or system. They prefer old ways of doing things and fear that changes might affect their job security or comfort level.
Common behaviors include:
- Complaining about new policies
- Refusing to learn new systems
- Spreading negative opinions about changes
- Influencing others to resist
- Sticking to outdated methods
4. The Office Bully
Workplace bullying is a serious issue that can create hostile work environments. Office bullies use their position, knowledge, or personality to intimidate others.
These employees might use verbal aggression, exclude teammates from important discussions, or use their influence to make others feel small. Their behavior can lead to high turnover and legal issues.
Signs of workplace bullying:
- Verbal aggression or harsh criticism
- Excluding others from meetings or decisions
- Taking credit or assigning blame unfairly
- Using position to intimidate others
- Creating fear among teammates
5. The Gossip
Every workplace has someone who loves to share rumors and personal information about colleagues. While it might seem harmless, gossip can destroy trust and create toxic work culture.
Gossipers often know everyone’s business and love to share it. They might spread rumors about layoffs, promotions, or personal issues. This behavior breaks down team communication and creates unnecessary drama.
Gossip behaviors include:
- Sharing personal information about colleagues
- Spreading unverified rumors
- Creating drama between team members
- Breaking confidentiality
- Focusing on office politics over work
6. The Social Butterfly
Social butterflies are friendly and outgoing, but they can become difficult when their social nature interferes with work productivity. These employees spend too much time chatting and can distract others from important tasks.
While building relationships at work is important, social butterflies often cross the line. They might interrupt focused work time, organize too many social activities, or struggle to maintain professional boundaries.
Signs include:
- Spending excessive time on social interactions
- Interrupting others frequently
- Difficulty focusing on work tasks
- Over-sharing personal information
- Struggling with professional boundaries
How to Deal with Difficult Employees
Managing difficult employees requires patience, clear communication, and consistent action. Here are eight proven strategies I recommend:
1. Document Everything
Keep detailed records of all interactions with difficult employees. Write down specific behaviors, dates, and impacts on the team. This documentation will be crucial if you need to take formal action later.
Good documentation protects both you and the employee. It helps you track patterns and provides evidence for performance reviews or disciplinary actions.
2. Address Issues Early
Don’t wait for problems to get worse. Address difficult behavior as soon as you notice it. Early intervention often prevents small issues from becoming major problems.
Schedule a private conversation with the employee. Focus on specific behaviors rather than personality traits. This approach shows that you’re paying attention and care about workplace standards.
3. Set Clear Expectations
Many difficult employees improve when they have clear expectations and boundaries. Make sure they understand what’s expected in terms of behavior, performance, and professionalism.
Put expectations in writing when necessary. This removes any confusion and gives you a reference point for future discussions.
4. Provide Regular Feedback
Give feedback regularly, not just during performance reviews. Let employees know when they’re meeting expectations and when they need to improve.
Use the sandwich method: start with something positive, address the concern, then end with encouragement. This approach makes feedback more acceptable and actionable.
5. Listen to Their Perspective
Sometimes difficult behavior comes from legitimate concerns or misunderstandings. Take time to listen to the employee’s side of the story.
Ask open-ended questions to understand their motivations. You might discover that they need additional training, resources, or support to succeed.
6. Offer Support and Resources
Provide the tools and support employees need to improve. This might include additional training, mentoring, or changes to their work environment.
Show that you’re invested in their success. Many employees respond positively when they feel supported rather than criticized.
7. Set Consequences
Make it clear what will happen if behavior doesn’t improve. Follow through on consequences consistently and fairly.
Progressive discipline typically starts with verbal warnings, moves to written warnings, and can end with termination if necessary.
8. Know When to Let Go
Sometimes, despite your best efforts, an employee won’t change. Know when it’s time to part ways. Keeping a toxic employee hurts the entire team and sends the wrong message about company values.
Strategies for Managing Difficult Employees
Here are six additional strategies that work well for managing challenging workplace situations:
1. Create Clear Policies
Develop and communicate clear workplace policies about acceptable behavior. Make sure all employees understand the consequences of violating these policies.
Regular policy reviews help ensure everyone stays on the same page. Update policies as needed to address new challenges or situations.
2. Focus on Behavior, Not Personality
When addressing issues, focus on specific behaviors rather than personality traits. This approach is more professional and gives employees clear actions they can take to improve.
For example, say “You interrupted colleagues three times in today’s meeting” instead of “You’re too aggressive.”
3. Use Performance Improvement Plans
For underperformers, create detailed performance improvement plans with specific goals, timelines, and success metrics. This gives employees a clear path to improvement.
Review progress regularly and adjust the plan as needed. Performance improvement plans work best when they’re collaborative rather than punitive.
4. Encourage Team Building
Strong team relationships can help reduce conflicts and improve overall workplace harmony. Organize team building activities that encourage positive interactions.
However, be careful not to force social interactions. Some employees prefer to keep work and personal relationships separate, and that’s okay too.
5. Lead by Example
Model the behavior you want to see from your team. If you want respectful communication, treat everyone with respect. If you want accountability, hold yourself accountable first.
Your leadership style sets the tone for the entire workplace. Difficult employees often respond better to leaders who demonstrate the behaviors they’re asking for.
6. Seek HR Support
Don’t try to handle every difficult situation alone. Work with your HR team to ensure you’re following proper procedures and protecting both the company and employees.
HR can provide valuable guidance on legal issues, company policies, and best practices for difficult conversations.
Tried-and-Tested Solutions for Challenging Employees
Based on my experience and current workplace trends, here are six solutions that consistently work:
1. The Direct Conversation Method
Have honest, direct conversations about problematic behavior. Choose a private setting and focus on specific examples. Many employees aren’t aware their behavior is causing problems.
Use “I” statements to express how their behavior affects the team. For example: “I’ve noticed that when you interrupt meetings, it makes it difficult for others to share their ideas.”
2. The Mentoring Approach
Partner difficult employees with successful team members who can model positive behavior. This peer-to-peer approach often works better than top-down management.
Choose mentors carefully. They should be patient, positive role models who understand company culture and expectations.
3. The Skill Development Solution
Sometimes difficult behavior stems from lack of skills or confidence. Invest in training and development opportunities that address these gaps.
This might include technical training, communication workshops, or leadership development programs. Show employees that you’re willing to invest in their growth.
4. The Role Adjustment Strategy
Consider whether the employee is in the right role. Sometimes people struggle because their current position doesn’t match their strengths or interests.
Explore options for role changes, additional responsibilities, or different team assignments. A simple change in duties might solve the problem.
5. The Accountability Partnership
Create accountability partnerships where difficult employees work closely with reliable team members. This provides peer pressure and support for positive change.
Set clear expectations for the partnership and check in regularly. Make sure both partners understand their roles and responsibilities.
6. The Fresh Start Approach
Sometimes employees need a clean slate to change their behavior. If someone has shown genuine effort to improve, acknowledge their progress and treat them as a valuable team member.
Avoid holding past mistakes against employees who are making positive changes. This encourages continued improvement and builds trust.
Developing Effective Communication
Good communication is the foundation of managing difficult employees successfully. Here’s how to improve your communication approach:
Practice Active Listening
Really listen to what difficult employees are saying. Sometimes their behavior is a symptom of deeper issues that need attention.
Ask clarifying questions and summarize what you’ve heard to ensure understanding. This shows respect and helps you get to the root of problems.
Use Clear, Simple Language
Avoid jargon or complex explanations when discussing performance issues. Use simple, direct language that leaves no room for misunderstanding.
Be specific about what needs to change and when. Vague feedback doesn’t help anyone improve.
Choose the Right Time and Place
Have difficult conversations in private settings when you can give the discussion your full attention. Avoid addressing sensitive issues in front of other team members.
Time these conversations when you’re both calm and focused. Don’t wait until you’re frustrated or angry.
Follow Up Consistently
Don’t assume one conversation will solve everything. Follow up regularly to check progress and provide additional support or feedback as needed.
Consistent follow-up shows that you’re serious about improvement and willing to help the employee succeed.
Fostering a Positive Work Environment
Creating a positive workplace culture helps prevent many difficult employee situations from developing:
Recognize Good Behavior
When you see positive changes in difficult employees, acknowledge them immediately. Public recognition can reinforce good behavior and motivate continued improvement.
Don’t wait for annual reviews to praise good work. Regular recognition creates a positive feedback loop that encourages more of the same behavior.
Set Cultural Standards
Clearly communicate your company’s values and cultural expectations. Make sure everyone understands what kind of workplace behavior is acceptable.
Hire for cultural fit as well as skills. It’s easier to prevent problems than to fix them later.
Address Issues Promptly
Don’t let small problems grow into big ones. Address concerning behavior quickly and consistently for all employees.
When you ignore problems, you send the message that the behavior is acceptable. This can encourage more of the same from other employees.
Encourage Open Communication
Create channels for employees to share concerns or feedback without fear of retaliation. Sometimes difficult behavior develops because people feel unheard.
Regular team meetings, suggestion boxes, and open-door policies can help identify and address issues early.
Recognizing Employee Achievements
Recognition plays a crucial role in managing difficult employees and preventing future problems:
Celebrate Small Wins
Acknowledge progress, even if it’s small. When difficult employees show improvement, recognize their efforts publicly when appropriate.
This positive reinforcement encourages continued improvement and shows other employees that change is possible and valued.
Provide Growth Opportunities
Give improved employees chances to take on new responsibilities or lead projects. This shows trust and helps them build confidence in their abilities.
Growth opportunities can transform difficult employees into valuable team contributors when they feel valued and challenged.
Create Recognition Programs
Develop formal recognition programs that highlight positive behaviors and achievements. This creates a culture where good behavior is noticed and rewarded.
Include peer nominations so employees can recognize each other’s contributions. This builds stronger team relationships and encourages positive interactions.
Building Long-Term Solutions
Managing difficult employees isn’t just about fixing immediate problems. It’s about creating systems that prevent issues and support ongoing success:
Develop Strong Onboarding
Good onboarding helps new employees understand expectations from the start. Clear role definitions, cultural training, and early feedback can prevent many future problems.
Include behavioral expectations in your onboarding process, not just technical training. Help new hires understand how to succeed in your specific workplace.
Regular Performance Reviews
Don’t wait for annual reviews to discuss performance. Regular check-ins help identify and address issues before they become major problems.
Use these conversations to set goals, provide feedback, and discuss career development. This ongoing dialogue builds stronger manager-employee relationships.
Create Support Systems
Develop systems that support employee success, such as mentoring programs, training opportunities, and clear career paths.
When employees feel supported and see opportunities for growth, they’re less likely to develop difficult behaviors.
FAQs About Types of Difficult Employees
How do I know if an employee is difficult or just having a bad day?
Look for patterns rather than isolated incidents. Difficult employees show consistent problematic behavior over time. Everyone has bad days, but difficult employees display negative patterns that affect team productivity and morale regularly. Document specific incidents and look for recurring themes before labeling someone as difficult.
Should I try to change a difficult employee or just fire them?
Try to help them improve first, unless their behavior is severe or illegal. Most difficult employees can change with proper support, clear expectations, and consistent feedback. However, if someone shows no willingness to improve after reasonable efforts, or if their behavior creates safety or legal concerns, termination might be necessary.
How long should I give a difficult employee to improve?
This depends on the severity of the issues and company policies. Generally, give employees 30-90 days to show meaningful improvement. For serious performance issues, a formal performance improvement plan typically runs 60-90 days. For behavioral issues, you might see changes within 30 days if the employee is motivated to improve.
What if a difficult employee is also a high performer?
High-performing difficult employees require careful handling. Their results matter, but so does team morale and company culture. Address the behavioral issues while acknowledging their good work. Make it clear that performance doesn’t excuse poor behavior. Sometimes these employees just need better awareness of how their actions affect others.
How do I handle a difficult employee who outranks me?
Managing up requires diplomacy and strategy. Focus on how their behavior affects team productivity and company goals. Document specific examples and present solutions, not just complaints. Consider involving HR or your own manager if the situation significantly impacts your team’s ability to succeed.
Can workplace stress cause employees to become difficult?
Yes, stress is a major factor in difficult behavior. Personal problems, work overload, unclear expectations, or poor work-life balance can all contribute to negative behaviors. Address potential stress factors while still maintaining behavioral expectations. Sometimes reducing stress sources can eliminate difficult behaviors entirely.
What legal issues should I consider when dealing with difficult employees?
Always follow company policies and employment laws. Document everything, treat all employees fairly, and avoid discrimination. Some difficult behaviors might be protected if they’re related to disabilities, religious beliefs, or other protected characteristics. When in doubt, consult with HR or legal counsel before taking action.
Conclusion
Managing difficult employees is one of the biggest challenges leaders face in today’s workplace. With 74.9% of employees reporting toxic workplace experiences, it’s clear that this issue affects most organizations.
The key to success is early identification, clear communication, and consistent action. Remember that most difficult employees can improve with the right support and expectations. Focus on specific behaviors rather than personality traits, and always document your efforts.
Every difficult employee situation is a chance to strengthen your leadership skills and improve your workplace culture. By addressing these challenges head-on, you create a better environment for all your team members.
At AI Connecto, we understand that managing difficult employees requires ongoing effort and the right strategies. The techniques I’ve shared in this guide have helped countless managers turn challenging situations into success stories.
Don’t let difficult employees drain your team’s energy or hurt your company’s productivity. Take action today to create the positive, productive workplace your team deserves.
