Before You Counsel an Employee

An employee cannot correct a problem you have not clearly defined. Before counseling someone, make sure you can explain what happened, what expectation applied, and what needs to happen next.

Read Before You Counsel: Five Questions a New Supervisor Should Ask for a practical look at preparing the conversation before using the tool.

Organize the facts before making the case

Before You Counsel an Employee is a preparation tool for first-line supervisors addressing performance, conduct, or workplace behavior. It helps you review the issue, organize supporting facts, identify expectations and applicable policy, and decide what outcome the conversation should produce.

• Identify the specific performance or conduct concern.
• Check the information you have and the questions you still need answered.
• Review the standard you expect the employee to meet.
• Plan a clear, professional explanation of the issue.
• Determine the required next step and follow-up.

Keep the counseling focused

Describe the work or behavior that needs attention. Broad labels such as lazy, careless, or difficult do little to show the employee what to change. A specific example makes it possible to discuss the problem, hear an explanation, and establish a measurable expectation.

Preparation also gives you a chance to check whether the employee understood the original expectation. Review the training, instruction, or feedback already provided before deciding what the next response should be.

Carry the conversation into follow-up

The meeting is one step in the process. Record the issue, the employee's explanation, the direction given, and the follow-up in the appropriate system. Read how to document a counseling conversation clearly, and use the Difficult Conversation Planner when you need help organizing the discussion itself.

For a longer look at coaching and accountability, explore The Difficult Officer.

For routine conversations about support and progress, use the Employee Check-In Sheet. Both resources are included in the Conversations and Documentation Pack.