Tips for Dealing with a Disgruntled Employee

Michelle Wilson - January 24, 2024

Anyone employing other individuals will potentially have to deal with a disgruntled employee at some point. The reason for their upset may vary significantly, but learning how to handle these situations before they escalate can make all the difference for companies. Additionally, de-escalation methods and proper communication channels can avoid future problems by regularly engaging with staff at work. To handle a disgruntled employee, approach the conversation immediately and try to resolve any issues early on. The resolution doesn’t have to give in to employee demands; it simply must listen to the individual and offer feedback overall.

What is a Disgruntled Employee?

A disgruntled employee is any team member with concerns, problems, or grievances with their employer, team, coworkers, or responsibilities. The issue may start with a policy or incident, although the reason is often personal to the staff member. The individual’s behavior may vary, according to the person, but usually includes sharing disapproval with coworkers instead of resolving the concerns with management. The negative feedback may create a hostile working environment.

How to Handle a Disgruntled Employee

Handling a hostile situation with an employee sooner is always better for the company atmosphere. To deal with this individual, here are a few tips:

Address the Situation in a Timely Fashion

The best time to address a potential grievance is when you first see it happening. By avoiding the conversation with the employee, the negativity and attitude can worsen and fester. While discussing these problems is complex, handling them immediately prevents them from spiraling into a bigger problem.

Once management addresses the situation, maintain damage control within the company. Talk to the team and confirm all issues are handled, resolved, and finalized. Do not disclose personal information, but reaffirm the complaint was heard and resolved with the team member.

Always Remain Professional

It doesn’t matter how the employee behaves; it’s critical to remain professional, calm and focused when talking to the individual. Avoid swearing, yelling, or approaching the situation with aggression. The employee’s behavior isn’t a personal attack; it’s a professional issue. As such, always handle the situation professionally to maintain the company image.

Talk to the Employee Privately

When an employee is visibly upset, discussing the situation privately is essential. Take the conversation to a private setting, like an office, conference room, or corridor without others. An employee who perceives the conversation as an attack (especially in front of others) is likely to react badly. By having the discussion privately, the company resolves the core issue without an audience.

Always Document and Keep Thorough Records

When dealing with disciplinary conversations, always document everything occurring during the meeting. If the employee is acting inappropriately, keep logs of the behavior and any disciplinary actions. By documenting everything, you’ll have a finite timeline of events, from warnings to discussions. Although no one wants to terminate a team member, these records can protect the company from any accusations from the disgruntled employee.

Offer Tangible Solutions

Occasionally, a disgruntled employee feels unsupported and struggles with the position or policy. Identify any immediate resolution to their grievance with actionable steps whenever possible. Consider asking the employee if they have any ideas on helping them resolve the concern (as long as possible). Including the disgruntled staff member in the resolution process can help them feel heard while actively supported.

Set clear limitations on the assistance available. If the individual is struggling with scheduling, for example, consider adjusting hours that better work for them, if feasible. For specific policies, listen to the concern without reservation. Approach the conversation with empathy and try to understand core issues better. Solutions may include additional coaching, training, or internal support. If uncertain, talk to the human resource team for further assistance.

Continue Offering Follow-Up

One of the biggest mistakes an employer makes when addressing a disgruntled employee is forgetting to follow up with them. Try to arrange a follow-up after the initial discussion to monitor progress. Consider resolutions or changes and determine how they impact the employee’s mental well-being. The follow-up should remain critical, even when the individual appears calm and collected.

Understand When to End the Relationship

Sometimes, some employees will never feel satisfied with the resolutions offered by a company. Occasionally, learning when to cut ties with the individual is best for the entire on-site staff. When an appropriate resolution isn’t possible, getting outside assistance is recommended. When a grievance becomes disruptive or dangerous, it can quickly become hazardous for everyone within the company. In these scenarios, contact local authorities to assist further.

How to Identify a Disgruntled Employee

A disgruntled employee may appear differently, depending on the situation. There may be a few early warning signs, especially when the company maintains a close team. Look for any employee who shares their opinions and emotions throughout the workplace. This may include anyone who makes critical remarks about the company, management, or position. While employees aren’t going to agree with every change within the business, look for staff members who seem to take things personally. By closely monitoring this behavior, management will likely spot potential problems long before they become significant.

Additionally, evaluate work performance regularly. Disgruntled employees are more likely to skip work, show up late, leave early, or slow their performance on the job. A team member who consistently misses work may suggest problems within the team. Always talk to team members about absences to understand why they miss work. Take external influences like illness, childcare, or traffic into consideration. Try to find ways to help these staff members integrate into the team.

Additional Considerations with Unhappy Staff

While absence and performance are solid starting points, there are other less obvious ways to spot an unhappy staff member. Pay attention to anyone underperforming on the job in subtle ways. Look for decreased motivation or missed deadlines when evaluating staff. Disgruntled employees are less likely to collaborate or participate in team meetings, mainly when management is present. Monitor individual interactions for unprofessional demeanor, short fuse, or less patience. Although these don’t guarantee the employee is unhappy, they may suggest something underlying exists.

Conclusion

Disgruntled employees are more than just unhappy individuals; they can prove problematic for everyone’s work environment. Close monitoring is crucial in resolving many issues before they become significantly worse. Approach the disgruntled employee in private and openly discuss any concerns they have candidly. Actively listen to what they say and try to find solutions whenever possible. Although some individuals can’t be helped, most unhappy employees want a resolution to an ongoing issue within the workplace. After talking to them directly, closely monitor and follow up regularly to ensure the situation improves.