Managing People Effectively: Reprimanding A Team Member

Today, I’m back with new insights on an effective strategy for managing people. Today, I’m going to tackle one area a lot of managers naturally despise, which is reprimanding their team members!

As a manager, providing constructive criticism and addressing performance issues are essential responsibilities. However, many find reprimanding team members to be challenging and uncomfortable. But let me just tell you that once you get good at this process and once you set expectations for the people on your team, over time you’ll absolutely be able to approach it with confidence and effectiveness, and fall in love with management again. 

This idea is loosely based on the One Minute Manager, which is a very simple book that discusses one minute goals, praises, and reprimands. The first two, goals and praises, are definitely instrumental, but we’ll be focusing in this blog post on reprimands. We’ll delve into actionable steps to handle this delicate task with professionalism and empathy.

What I want to do is give you a simple but effective process to follow when reprimanding someone. And while it’s based mainly on One Minute Manager, there are a few tweaks here and there that I implement when managing my people. Notice that this reprimand is not a write-up; it’s not formal documentation of a serious offense. It’s for minor issues, such as if you see one of your employees doing something that doesn’t fit with or isn’t in line with the direction you had in mind. They know they’re not supposed to be doing it, and maybe they’ve made similar mistakes in the past.

Step 1: Direct Communication

The first step in mastering reprimanding your team members is to communicate directly and honestly. Avoiding ambiguity and sugar-coating, provide clear and specific feedback on the issue at hand. For example, if a team member consistently misses deadlines, address it directly: “Susan, I’ve noticed that you’ve missed several deadlines recently, which is unacceptable.“

And then you pause…

You have to give them a little period of uncomfortable silence. Let them feel that you’re truly unhappy. This is direct, and it lets them know exactly what went wrong. That’s the hardest part right there. But you always follow up with a positive statement, such as: “Susan, The reason I’m saying that is because I believe in your potential, and I want to see you succeed.” So you leave them on a good note. 

To recap, first you hit them with what they did wrong right off the bat in a kind, loving, straightforward way, then you pause a little bit, let them really feel it. Finally, you leave them with something positive, maybe mention that you appreciate one of their recent accomplishments.

Perfect the Delivery of the Reprimand

I want to contrast this strategy with something called the sandwich approach, which is quite different, but a lot of people are trained on this method. Basically, you’d start with something positive, follow up with the reprimand, then leave on another positive note.

To continue with our simple example, you might say, “Hi Susan, you’re a valuable team player, and you know that. But, I’ve noticed that you’ve missed several deadlines recently, which is unacceptable…. PAUSE …The reason I’m saying that is because I believe in your potential, and I want to see you succeed.”

And so what happens is this kind of sandwiching tactic dilutes the effectiveness of the reprimand itself. The best thing to do is to be honest and to-the-point when you let them know what they did wrong.

Step 2: Emphasize Impact and Expectations

In addition to addressing the behavior, emphasize the impact it has on the team and the organization’s goals. Clearly communicate the expectations moving forward and the consequences of continued underperformance. “Meeting deadlines is crucial to the success of our team and the projects we’re working on. Going forward, I expect you to prioritize your tasks and meet deadlines consistently.”

Step 3: Offer Support and Guidance

While reprimanding team members, it’s essential to offer support and guidance to help them improve. Identify any underlying issues or challenges that may be contributing to the problem, and work together to find solutions. “I understand that you may be facing challenges with time management. Let’s discuss strategies to help you prioritize your tasks and meet deadlines effectively.”

Step 5: Follow Up and Provide Feedback

After delivering a reprimand, it’s crucial to follow up with the team member and provide ongoing feedback on their progress. Recognize improvements and offer encouragement to maintain momentum. “I’ve noticed a significant improvement in your ability to meet deadlines since our last conversation. Keep up the good work, and don’t hesitate to reach out if you need further support.”

Embrace Managing People 

In conclusion, effectively reprimanding your team members is a crucial aspect of managing people. By prioritizing direct communication, perfecting the delivery of the reprimand, emphasizing impact and expectations, offering support and guidance, and providing ongoing feedback, managers can easily navigate difficult conversations and improve their management style. 

As you continue to refine your skills in managing people, remember that your role as a leader is to support the growth and development of your team members, even in challenging moments. It’s time to embrace reprimanding as a constructive tool for fostering success within your team.

If you’re still having concerns about applying this management technique, the EntreResults team welcomes you to reach out for advice.

Related Topics

The Principles of the One Minute Manager

Mastering People Management: How to Love Managing Your Team

Two Ways to Build a Winning Personal or Business Team

How to Lead a Dynamic Company 

Why You Need Another Team Leader in Your Business