Have you ever found yourself frustrated with an employee’s performance, wondering where it all went wrong?
You’ve likely done your absolute best with the time and knowledge you had, with the best of intentions.
But then you start to question—is it a lack of skill or motivation holding them back?
And if it’s motivation, where do you even begin?
You’re already doing team lunches and activities—what more can you do?
At Seed HR, we understand how common these challenges are for small business leaders, and we’re here to help you tackle them head-on, unlocking results better than you ever imagined.
Hi, I’m Esther, the Director of Seed HR, with experience in senior generalist HR roles across diverse industries—from an established national retailer with 4,000 staff to start-ups.
My team and I specialise in identifying the root causes of underperformance and creating tailored solutions to boost engagement and productivity.
In this blog, we’ll explore how setting clear expectations, assessing skills and motivation, optimising your systems, and understanding the personal factors at play can all contribute to unlocking your team’s full potential.
Let’s dive into practical strategies to help your employees not just ‘step up,’ but truly thrive in their roles.
You Need To Step Up - An Overused Phrase
Clarify Expectations & Job Descriptions
“You need to step up" is a phrase that often gets thrown around when performance issues arise, but in our professional experience at Seed HR, it does little to solve the problem and only adds to the tension.
The reality is that underperformance often starts with unclear expectations or a job description that hasn’t kept pace with the employee’s evolving role. It’s not enough to ask an employee to “step up” without ensuring they fully understand what they’re supposed to be stepping up to.
Think about it—how well does your employee really know what’s expected of them?
A lot of workplace conflict stems from mismatched or unfulfilled expectations, which is why it's so important for leaders to take the extra step of revisiting job descriptions and clarifying those expectations in a way that makes sense to both parties. This may mean breaking down the language, not in a patronising way, but in a clear and straightforward manner so that everyone is on the same page.
Job descriptions are the master document—the foundation of an employee’s role. It’s the guide they rely on to understand what’s expected of them and how their performance will be measured. If that document is unclear, outdated, or overly vague, you could be setting them up to fail. To address this, take the time to review the job description regularly. As your employee grows in their role, make sure their responsibilities evolve, and ensure the job description reflects that growth. This should also guide their training and development.
The key here is intention.
Take time to sit down with your employee, block out distractions, and focus on the conversation. Go over their responsibilities line by line, and encourage them to ask questions. Clarifying expectations isn’t a one-time task – it’s an ongoing conversation.
Start with an hour-long meeting to reset expectations, and commit to regular check-ins to ensure alignment. By doing this, you’ll set the stage for improved performance and mutual understanding.
Unlocking Peak Performance
Assess Whether It’s a Skill or Will Issue
As a business owner or leader, you've likely wondered, “How can I help this person perform at their best?” It's essential to recognise that underperformance may be due to either a lack of skill or a lack of motivation—or sometimes a combination of both.
Your team members will vary in their abilities and their level of engagement in the job.
If you're noticing that certain employees aren't pulling their weight, it's your role to determine whether this is a skill or a will issue. Skills refer to their knowledge and ability to do the job, while will is about their motivation to do it.
Both factors need to be balanced for optimal performance.
As mentioned in the previous section, evolving responsibilities are a natural part of growth. Managing the skill level of your team will be continuous and shift over time with changing roles and circumstances. By keeping a pulse on these factors, you can better support your team's development and address any challenges that arise.
On the other hand, a will issue could indicate that the employee is not motivated. Understanding what drives them is key. Investigate whether the employee feels overwhelmed or under-utilised. Sometimes, an imbalance in workload—either too much or too little—can significantly impact their motivation and performance. Ensuring that their workload matches their capacity is critical for creating a balanced, productive work environment.
When addressing a will issue, consider asking the following questions:
- Do you feel your contributions are valued and recognised?
- Are there any particular challenges or obstacles that are affecting your motivation?
- What aspects of your work do you enjoy, and what do you find less engaging?
- Do you feel overwhelmed by your workload or under-utilised in your role?
Once you’ve identified the root cause, you can tailor your approach.
At Seed HR we can assist by conducting employee interviews and developing performance plans to build a highly motivated and productive team.
Streamlining for Success - Are Outdated Systems Holding Your Team Back?
Time to Evaluate Processes
Consider whether your team is being hindered by the wrong tools or inefficient workflows.
In an ideal world, your business processes should constantly evolve and improve. However, for many small businesses—especially those started solo—systems and processes can easily be left behind in the hustle of day-to-day operations.
This is totally ok but eventually your systems and processes need to be considered.
Common examples include a lack of a CRM system, paper workflows, manual data entry, and physical signatures for contracts.
These outdated or inefficient systems not only slow down workflows but can also demotivate your team.
Even the most skilled and motivated employees can become frustrated when they're bogged down by unnecessary admin tasks or broken processes.
Addressing these inefficiencies with modern solutions—such as cloud-based software or automation tools—can significantly enhance productivity and keep your employees engaged and motivated. Small changes in processes can lead to big improvements in performance.
Thriving Together
The Bigger Picture - Balancing Personal and Professional Wellbeing
In the fast-paced world of business, it’s easy to forget that we’re all human, and the connections we have with family and friends are, if not the most important, a key part of what enables us to thrive at work.
These personal relationships form the foundation that supports us in our professional lives.
Building a personal connection with your employees is essential—are external factors affecting their work, or have they become disengaged?
If you want to build a business that retains talent and valuable knowledge, it’s important to recognise that everyone faces personal challenges at some point.
Regular check-ins and open conversations can help reveal these underlying issues, offering the chance for meaningful re-engagement and reminding them that they’re valued as individuals, not just employees.
As you can see, keeping your team motivated, skilled, and engaged is an ongoing process, but it's far less daunting when you have passionate, experienced HR professionals on your side. If you’re aiming for long-term success, partnering with the right HR team can make all the difference.
By clarifying expectations, assessing skill and motivation, streamlining systems, and understanding the personal factors that impact performance, you can create a thriving workplace where your employees truly excel.
If you’re ready to take the next step in optimising your team’s potential, Seed HR is here to help.
Our experienced HR professionals specialise in creating tailored solutions that meet your unique challenges. Whether you need On Demand (on off) support or you prefer regular and ongoing assistance with our Priority Plan packages, we’re here to provide the expert guidance you need.
Contact our team today to discuss how we can support you in building a more engaged and productive workforce.