5 Steps for Clear, Respectful, and Results-Focused Conversations
Let’s be honest, most leaders wait too long to address performance issues. They don’t want to create tension. They hope the person will “figure it out.” But when you avoid the issue, you compromise the health of your team and your culture.
If you’re leading a small or mid-sized business, this conversation is inevitable. The good news? It doesn’t have to be painful. It can actually build trust and fuel growth—for the individual and for the company.
If you’re not already running your business on EOS (Entrepreneurial Operating System), I recommend starting there. EOS gives you tools to lead proactively: Core Values, an Accountability Chart, Rocks, a regular Meeting Pulse, and Quarterly Conversations that keep everyone aligned and accountable.
This article outlines how to use EOS principles (and plain old leadership wisdom) to have a productive conversation when someone on your team is underperforming.
1. Prepare the Conversation
Too many leaders wing it. That’s a mistake.
Before the meeting:
- Schedule the conversation in advance. Give them time to mentally prepare.
- Share the agenda: “I want to check in on how things are going — what’s working, what’s not, and how I can help you be more successful.”
This immediately lowers defenses. It’s not an ambush. It’s a conversation.
2. Get Your Mind Right
Your mindset sets the tone. If you’re frustrated or angry, hit pause and process that first. Go in clear-headed and anchored in your role as the leader.
Two mindset resets:
- Deal with your emotions. Vent privately. Breathe. Journal. Pray. Walk it off. Do what you need to show up calm, curious, and composed.
- Reconnect with what matters. Your goal isn’t to “win” the conversation. It’s to build a strong team that moves the company forward. That means caring for your people and the business.
3. Follow the Agenda
EOS calls it the Quarterly Conversation—a time to talk about:
- Core Values
- Rocks (priorities)
- Key Responsibilities
Use this simple structure:
a) What’s Working?
Start positive. Let them share their own wins. Acknowledge strengths and progress. This creates a foundation of trust.
b) What’s Not Working?
This is the moment of truth. Be specific. Be prepared. Don’t generalize—cite three clear examples.
Example:
“You’re tolerating poor performance on your team. Before you respond, here are three instances I’ve observed…”
This avoids “vibe-based feedback” and keeps the conversation grounded in facts, not feelings.
4. Define Next Steps
Don’t leave the meeting vague. Create clarity.
- What do we expect to see?
- By when?
- How will we follow up? (Check-ins, another review in 30/60 days, etc.)
Document next steps and revisit them. Accountability without follow-up is just a wish.
5. Invite Feedback
This part is crucial and often skipped. End the conversation by opening the door.
Ask:
- “How can I better support you right now?”
- “What am I doing that might get in the way?”
- “Is there anything else you’d like to share?”
You’ll learn something—about them and maybe about yourself.
Final Thought
Leadership isn’t about perfection. It’s about clarity, care, and courage. Addressing performance issues is never easy, but done well, it can be the turning point that helps a team member grow, or helps you make the right call for the company.
Avoiding the issue helps no one. But leading through it is where you earn trust and build a culture of excellence.
Book a Strategy Call if you want help building your EOS rhythms, preparing for a tough conversation, or growing your effectiveness as a leader.
