Managing Difficult Employees: Strategies to Turn Challenges into Success

Every team has its challenges, and sometimes those challenges come in the form of a difficult employee. Whether it is someone who consistently resists feedback, disrupts collaboration, or underperforms despite their qualifications, a single problematic team member can have a ripple effect across your entire organization. Low morale, decreased productivity, and a toxic work environment can all result from behavior that goes unchecked.

At GTN Technical Staffing, we understand that finding technically skilled candidates is only part of the hiring equation. Attitude, emotional intelligence, and cultural alignment are just as important when building a high-performing team. While prevention starts with smart hiring, managing existing challenges requires leadership, structure, and strategy.

Here is how employers can manage difficult employees with professionalism, empathy, and accountability—and how to prevent these issues from arising in the first place.

Step 1: Identify the Root of the Problem

Before labeling an employee as “difficult,” it is important to assess the situation objectively. Is the issue behavioral, performance-based, or rooted in communication gaps? Could it be personal challenges affecting work, or is there a mismatch in expectations?

Some common signs of problematic behavior include:

• Persistent negativity or complaints

• Resistance to feedback or change

• Lack of collaboration with team members

• Missed deadlines or declining performance

• Undermining authority or disrespect toward colleagues

Once you identify the issue, you can move forward with a plan that is both fair and effective.

Step 2: Set Clear Expectations

One of the most common causes of ongoing performance or behavior issues is a lack of clarity. Employees need to know exactly what is expected of them in terms of work output, communication, and behavior. Without clear guidelines, it is difficult to hold someone accountable.

Conduct a structured conversation where you outline expectations, share specific concerns, and give the employee a chance to respond. Make sure the conversation is documented and followed up with written communication that outlines the discussion and agreed-upon next steps.

Be specific. Rather than saying “We need better teamwork,” say, “We expect you to attend weekly team meetings, share progress updates, and respond to internal messages within one business day.”

Step 3: Provide Support and Coaching

Some difficult employees can turn things around with the right support. Consider whether the individual has received proper training, mentorship, or opportunities to ask questions and clarify responsibilities. Are there interpersonal challenges that require coaching in communication or emotional intelligence?

If the employee is willing to improve and shows potential, invest in them. Offer feedback consistently, schedule follow-ups, and set short-term performance goals to measure progress. This shows that you are committed to helping them succeed—but also that improvement is required.

If you work with a staffing partner like GTN, we can also help identify additional coaching needs or mediate difficult dynamics within your team structure.

Step 4: Know When to Document

When an employee repeatedly falls short or demonstrates inappropriate behavior, documentation becomes essential. Keeping records of performance conversations, disciplinary actions, and agreed-upon goals protects your organization and provides a clear paper trail should termination become necessary.

Documentation should include:

• Dates and details of performance issues

• Specific feedback or instructions given

• Employee responses and actions taken

• Measurable goals set and progress made (or not made)

• Any HR or leadership team involvement

Do not wait until things escalate. Consistent documentation helps you stay objective and ensures all employees are treated fairly.

Step 5: Decide When to Let Go

Unfortunately, not every situation is salvageable. Some employees resist coaching, ignore expectations, or continue to disrupt team dynamics even after multiple interventions. In these cases, it may be time to consider whether continued employment is in the best interest of the company.

Letting someone go is never easy, but sometimes it is necessary for the health of the team. If you have followed a clear process—setting expectations, offering support, and documenting along the way—termination can be handled professionally and with minimal legal risk.

When handled respectfully, even a difficult separation can reinforce a positive company culture. It sends a clear message that your organization values accountability, teamwork, and mutual respect.

Prevention Starts with Better Hiring

The best way to manage difficult employees is to avoid hiring them in the first place. While there are no guarantees, partnering with a staffing firm that prioritizes culture fit, soft skills, and professional behavior reduces your risk significantly.

At GTN Technical Staffing, we go beyond resumes. Our vetting process evaluates communication skills, adaptability, and attitude—not just technical expertise. We connect you with candidates who are not only qualified but also prepared to contribute positively to your team dynamic.

We also work closely with your leadership team to understand your company’s values, expectations, and unique culture. That way, we can source professionals who are aligned from day one. Looking for candidates with the right mix of skills, professionalism, and culture fit? Connect with GTN Technical Staffing today.