Dealing with Toxic Employees

By Lauren Soderstrom, PHR, Training Specialist
Published October 29, 2024

Earlier in October, Candace Fisher and I had the opportunity to present at the Illinois Library Association Conference on dealing with difficult employees. We called our session “Toxic Takedowns.” Maybe it was the time of year, maybe it was the work environment, but it was clear from audience questions and follow up that many workplaces are dealing with difficult or toxic employees. Unfortunately, even in the best organizations, you may encounter employees who exhibit toxic behaviors. These individuals negatively impact team dynamics, productivity, and overall morale. Here are some tips and strategies to effectively manage these difficult employees.

Identify the Behavior: Toxic employees exhibit behavior that falls in the murky, gray zone. Perhaps they are passive-aggressive. Perhaps they gossip about fellow employees. Perhaps they are aggressive towards employees in the name of “improvement” or “getting things done right.” The key in addressing the behavior is to clearly define the specific actions or behaviors that are causing concern. This will help you address the issue objectively and provide concrete examples during conversations with the employee. Further, identify how the behavior affects others and is against either policy or behavior standards. 

Document Incidents: Keep a record of instances where the employee's behavior has caused problems. This documentation will be invaluable when you need to take disciplinary action or provide evidence in a performance review. It provides support when an employee asks for concrete examples. 

Address the Issue Promptly: Don't wait for the problem to resolve itself. Schedule a private meeting with the employee to discuss your concerns. Be clear and specific, providing examples of how their behavior is affecting the team and the organization. Waiting will only cause more harm to the organization or morale. Remain objective and fact based in your discussions; it’s easy to get emotional with difficult employees. Addressing the issue promptly allows managers and HR to better control the emotions and stay focused on facts. 

Set Expectations: Clearly outline the expected behavior and performance standards. Provide guidance on how the employee can improve their conduct and contribute positively to the work environment. Allow the employee to outline positive changes they will make. Recognize that some employees may be facing personal challenges that contribute to their toxic behavior. Offer resources such as an employee assistance program (EAP) or counseling services to help them address any underlying issues. 

Monitor Progress: Regularly check in with the employee to assess their progress in meeting the established expectations. Provide feedback, both positive and constructive, to encourage continued improvement. It’s common for employees to improve for a couple weeks and then revert to previous behaviors. Regular check-ins prevent these slipups or guide the employee back on track should they occur. 

Consider Disciplinary Action: If the employee's behavior does not improve, it may be necessary to initiate disciplinary action. A wise person once said your culture is the worst behavior you tolerate. Failing to address or hold employees accountable for toxic behavior is essentially condoning the behavior. 

Foster a Positive Work Environment: Perhaps the best way to address toxic behavior is to foster a positive environment where the negative behaviors never start. Encourage open communication, teamwork, and mutual respect among all employees. This can help minimize the impact of toxic behavior and create a supportive atmosphere for everyone. 

As always, HR Source is here to help you with difficult employees and all employee issues. Members with questions can contact us through the HR Hotline Online or at 800-448-4584.

Have you ever turned around a toxic or difficult employee?  What strategies worked for you? Chime in on the All Members Community on the HR Exchange!