Nine Best Practices for Dealing with Employee Performance Issues in Your Ministry

Employee performance issues are a common challenge for Ministry HR professionals. Addressing these issues effectively is crucial for the employee’s development and maintaining a productive ministry work environment. This guide will walk you through essential best practices to ensure that performance management aligns with your ministry’s values and legal obligations.

1) Document Performance Issues

Keep detailed records of performance issues, including dates, specific incidents, and any discussions or disciplinary action you’ve had with the employee. Documentation is crucial for providing evidence if further action is needed. Regular documentation also helps protect your ministry from potential legal challenges. Failure to address performance issues is a failure of management. How can an employee know what is expected or what they may be doing incorrectly if you never tell them? 

Sometimes, we get calls from ministry professionals so frustrated with an employee’s performance that they think they are ready to terminate. They can’t quickly produce it when we ask them what documentation they have on the employee’s performance. The employer is responsible for setting the expectation guidelines, and the employer is responsible for keeping the employee on track with those expectations. Frequently, confrontation in ministry is harrowing. However, it is necessary to lead the organization and its collective employees.

2) Provide the Employee Clear and Constructive Feedback

When addressing performance issues, remember that clear and specific feedback is a powerful tool. It empowers you to clearly articulate expectations and the gap between them and the current performance. For instance, you are expected to be at work at 8:00 a.m. The performance you are delivering is that you show up at 8:20 a.m. There is a gap between what is expected and the performance you are delivering. Is there anything I can say or do to assist you in getting to work on time? 

This is what Patrick Lencioni refers to as the “Gap Theory.” HR Ministry professionals should not take inadequate performance personally. It should first be about quickly addressing gaps and finding solutions. Use concrete examples to illustrate your points, and focus on the behavior or performance rather than the person. Constructive feedback should be framed in a way that helps the employee understand how they can improve.

3) Set SMART Goals and Clear Expectations with Your Employees

Clearly communicate what is expected of the employee going forward. This includes setting specific, measurable, achievable, relevant, and time-bound (SMART) goals. Ensure that the employee understands these expectations and agrees to them. Patrick Lencioni, the renowned author, highlights the importance of addressing the “gap” between where an employee is and where they need to be. 

According to Lencioni, this gap often stems from a lack of clarity in communication and expectations. Leaders should focus on identifying and closing this gap by ensuring the employee fully understands their role, expectations, and steps to meet those expectations. This theory underscores the importance of clear communication and alignment within the organization to bridge performance gaps effectively.

4) Offer the Employee Support and Resources

Provide the employee with the necessary support to improve. This could include additional training, mentoring, adjusting workloads, or offering counseling services. Demonstrating your commitment to their development can motivate the employee to improve.

5) Create a Performance Improvement Plan (PIP) for Your Employee

Performance Improvement Plan (PIP) is a formal document outlining the steps the employee needs to take to improve their performance. It should include specific goals, deadlines, and the support that will be provided. Regular check-ins should be scheduled to monitor progress. The PIP should be detailed and customized to the specific performance issues, ensuring that it is both a roadmap for improvement and a record of the process.

6) Maintain Open and Transparent Communication

Keep the lines of communication open throughout the process. Encourage the employee to share their perspective and listen actively to their concerns. Regular feedback sessions can help track progress and address any new issues that may arise. In situations where conflicts arise or communication challenges persist, consider exploring our conflict negotiation services to effectively manage and resolve these issues.

7) Follow Legal Guidelines and Ministry Policy

Ensure that all actions align with ministry policies and relevant labor laws. This is particularly important if the situation escalates to disciplinary action or termination. Consult with Church HR Network for guidance on compliance with both ministry-specific policies and broader legal requirements. Staying informed about legal obligations helps protect your ministry from potential lawsuits and ensures that all employees are treated fairly. 

8) Know When to Escalate the Issue

If the employee’s performance does not improve despite your efforts, it may be necessary to escalate the situation. This could involve further disciplinary action or, in some cases, termination. Follow due process and consider the impact on the team and the organization. Ensure you document all actions taken during the process. Church HR Network can assist in making these difficult decisions, ensuring they are appropriate and in legal compliance.

9) Foster a Culture of Growth and Accountability

Dealing with employee performance issues can be challenging, but when handled correctly, it can lead to positive outcomes for both the individual and the organization. By following these best practices—identifying the root cause, providing clear feedback, setting expectations, and offering support—you can address performance problems effectively while fostering a culture of growth and accountability. Church HR Network is here to help you navigate these challenges, offering expert guidance to ensure that your ministry remains compliant and your team remains productive.

References

1. Lencioni, P. (2002). The Five Dysfunctions of a Team: A Leadership Fable. Jossey-Bass.
2. Lencioni, P. (2016). The Ideal Team Player: How to Recognize and Cultivate the Three Essential Virtues. Jossey-Bass.
3. Lencioni, P. (2012). The Advantage: Why Organizational Health Trumps Everything Else in Business. Jossey-Bass.