Your team member is not meeting expectations. What can you do to help them improve?

As a project manager or team lead, it’s inevitable that at some point, a team member may struggle to meet expectations. Rather than reacting with frustration, it’s important to handle the situation with empathy and a focus on improvement. Here’s how to support your team member toward success.

1. Initiate a Private, Honest Conversation

Start by arranging a one-on-one meeting in a private, respectful setting. Discuss the performance issues constructively, avoiding blame. Listen actively to understand their challenges—whether they’re skill-related, personal, or due to unclear expectations. For tips on maintaining team harmony, see our post on resolving conflicts between developers and clients.

2. Set Clear, Achievable Goals

Ambiguity can be a major barrier to success. Collaborate to set realistic, measurable goals with timelines. Clarify what “meeting expectations” looks like and align these goals with their role.

3. Provide Constructive Feedback and Support

Offer actionable, specific feedback on what needs to improve. Pair this with encouragement and positive reinforcement to boost confidence. If needed, recommend resources or training programs to develop relevant skills.

4. Monitor Progress and Stay Engaged

Schedule regular check-ins to assess their development. These meetings can be informal but should track progress toward goals and provide ongoing guidance. Continuous feedback ensures they stay on the right path.

5. Recognize Efforts and Celebrate Wins

Acknowledging even small improvements can be incredibly motivating. Celebrate milestones and progress publicly when appropriate to build morale and reaffirm your confidence in their potential.

6. Consider Mentorship or Coaching

If improvement is slow or stagnant, suggest pairing them with a mentor for additional guidance. Mentorship creates a safe space to ask questions, gain insights, and develop professionally. Explore our guide on supporting leaders who struggle with delegation for more on team development strategies.

Conclusion

Helping a team member improve requires patience, structure, and consistent support. With the right approach, you can transform a performance issue into an opportunity for growth—both for the individual and the team.