Managing Project Underperformance
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Managing underperformance in projects is important because one poor performer can burden a team. Underperformance is defined as not meeting expectations and is often caused by a lack of skills, unclear goals, or personal issues. It can lead to delays, increased costs, and decreased productivity. Managers should identify underperformers by monitoring progress, reviewing metrics, and getting feedback. They should then address underperformance by providing support and training, clarifying expectations, and implementing consequences if needed.
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Managing Project Underperformance
- 1. MANAGING THE UNDER PERFORMANCE IN PROJECTS Rasan Samarasinghe
- 2. WHY ITS AN IMPORTANT MATTER TO DISCUSS? • Just as one bad apple can spoil the whole barrel, one poor performer can burden an entire team. • Managers spend one-sixth of their time dealing with poor performers - 2012 survey from human resources firm Robert Half International
- 3. DEFINING UNDERPERFORMANCE • Underperformance: not meeting expectations or standards from a team member • Examples: missed deadlines, poor quality, failed goals • Impact: delays, decreased productivity and increased costs of the projects
- 4. COMMON CAUSES OF UNDERPERFORMANCE • Lack of skill or experience • Unclear goals or objectives • Poor communication • Inadequate resources • Personal issues or conflicts • Burnout or fatigue
- 5. CONSEQUENCES OF UNDERPERFORMANCE • Delays • Increased costs • Poor quality work • Decreased productivity • Negative impact on team morale • Damage to reputation • Legal or financial consequences
- 6. HOW TO IDENTIFY UNDERPERFORMING TEAM MEMBERS • Monitor progress against objectives • Review project metrics • Conduct regular performance reviews • Solicit feedback from colleagues • Observe behavior and work quality • Analyze attendance and punctuality
- 7. WAYS TO ADDRESS UNDERPERFORMANCE • Provide support • Clarify expectations • Set clear goals and targets • Give regular feedback • Address personal issues • Implement consequences • Reallocate tasks
- 8. SUCCESSFUL STRATEGIES • Provide support and resources • Set clear expectations and goals • Address personal issues
- 9. UNSUCCESSFUL STRATEGIES • Ignore the problem • Blame and criticize • Punish without support
- 10. CONCLUSION • Impact: missed deadlines, poor quality, low morale. • Identify: monitor progress, conduct performance reviews. • Causes: lack of skills, poor communication, unclear expectations. • Consequences: missed goals, increased costs, damaged reputation. • Address: training, feedback, personal issues, consequences for underperformance.
Editor's Notes
- Lack of skill or experience: Team members may lack the necessary skills or experience to complete their tasks effectively. Unclear goals or objectives: If team members are unsure about what they are expected to achieve or how their work fits into the overall project, it can lead to confusion and underperformance. Poor communication: Communication breakdowns between team members or with project stakeholders can result in misunderstandings and mistakes. Inadequate resources: If team members do not have access to the resources they need to complete their work, such as tools, technology, or funding, it can lead to underperformance. Personal issues or conflicts: Personal issues or conflicts between team members can affect their ability to work together effectively and lead to underperformance. Burnout or fatigue: Team members may become overwhelmed or fatigued from working on the project for an extended period, which can lead to decreased productivity and underperformance. External factors: External factors, such as changes in market conditions or unexpected events, can impact the project and lead to underperformance.
- Delays: Underperformance can lead to delays in completing tasks or delivering project milestones on time. Increased costs: Delays and rework caused by underperformance can lead to increased project costs, as more time and resources are required to complete the project. Poor quality work: Underperforming team members may produce work that does not meet the required standards, leading to poor quality work that may need to be redone or corrected. Decreased productivity: Underperforming team members may take longer to complete tasks or produce lower quality work, leading to decreased overall productivity. Negative impact on team morale: Working with underperforming team members can have a negative impact on the morale of the rest of the team, as they may become frustrated or disengaged. Damage to reputation: If the project is delivered late or with poor quality work, it can damage the reputation of the project team or the organization as a whole. Legal or financial consequences: If underperformance leads to breach of contract, legal action may be taken against the project team or organization, resulting in financial consequences.
- Monitor progress against objectives: Regularly tracking progress against project objectives and milestones can help project managers identify team members who are falling behind or not meeting expectations. Review project metrics: Analyzing project metrics such as time to completion, cost, and quality can help identify team members who are not performing up to standard. Conduct regular performance reviews: Conducting regular performance reviews with team members can help identify any areas where they may be struggling or require additional support. Solicit feedback from colleagues: Gathering feedback from colleagues or other team members who work closely with underperforming team members can help identify areas of concern. Observe behavior and work quality: Paying attention to how team members approach their work, the quality of their work, and their attitude can help identify underperforming team members. Analyze attendance and punctuality: Monitoring attendance and punctuality can help identify team members who may be struggling with time management or motivation. Compare performance to expectations: Comparing individual performance to the expectations set out in their job description or project goals can help identify areas where team members may be underperforming.
- Provide support: Offer additional training, coaching, or resources to help underperforming team members improve their skills and knowledge. Clarify expectations: Ensure that team members understand their roles and responsibilities, as well as the project goals and objectives. Set clear goals and targets: Set clear performance targets and goals for team members, and regularly track progress towards achieving them. Give regular feedback: Provide regular feedback on performance, both positive and constructive, to help team members improve and stay motivated. Address personal issues: If underperformance is caused by personal issues, work with team members to find solutions or refer them to appropriate support services. Implement consequences: Set consequences for continued underperformance, such as additional training or coaching, or in severe cases, disciplinary action. Reallocate tasks: Consider reallocating tasks or responsibilities to other team members if underperforming team members are unable to complete them effectively.
- Provide support and resources: A project manager noticed that a team member was struggling to complete their assigned tasks. The project manager offered additional training and resources, such as software tutorials, to help the team member improve their skills. As a result, the team member was able to complete their tasks more efficiently and effectively. Set clear expectations and goals: A project manager noticed that a team member was consistently falling behind on deadlines. The project manager scheduled a meeting to clarify expectations and set clear performance goals for the team member. The team member was then able to prioritize their workload and complete tasks on time. Address personal issues: A project manager noticed that a team member's performance had declined and discovered that they were dealing with personal issues. The project manager referred the team member to appropriate support services, such as counseling or employee assistance programs. The team member was able to receive the help they needed and improve their performance.
- Ignore the problem: A project manager noticed that a team member was consistently underperforming but chose to ignore the issue, hoping that it would improve on its own. As a result, the team member continued to underperform, and the project was negatively impacted. Blame and criticize: A project manager noticed that a team member was struggling and responded by blaming and criticizing them in front of the rest of the team. This approach caused the team member to feel demotivated and disengaged, leading to further underperformance. Punish without support: A project manager noticed that a team member was consistently underperforming and responded by issuing disciplinary action without providing any additional support or resources. This approach caused the team member to feel unsupported and may have caused additional stress and anxiety.
- Underperformance can have a negative impact on project success, resulting in missed deadlines, poor quality deliverables, and reduced team morale. Identifying underperforming team members is important for the success of the project, and this can be done by monitoring progress against objectives or conducting regular performance reviews. Common causes of underperformance include lack of skills or knowledge, poor communication, personal issues, and unclear expectations. Consequences of underperformance can include missed project goals, increased costs, and potential damage to the team's reputation. Addressing underperformance requires a proactive and supportive approach, which can include providing additional training and resources, clarifying expectations and goals, giving regular feedback, addressing personal issues, and setting consequences for continued underperformance. Timely and effective management of underperformance is crucial for the success of the project and the overall performance of the team.