Toxic employees are like a ticking time bomb in your workplace. One toxic team member can quickly drain morale, lower productivity, and create a negative work environment for the whole team. Left unchecked, their behaviour can spiral, impacting the overall culture and even your bottom line. But the good news? There are ways to manage a toxic team member before the situation gets out of hand.
Identifying toxic behaviour
Before addressing the problem, it’s important to identify the signs of a toxic team member. Toxic behaviours can manifest in several ways, including:
- Gossiping or spreading negativity.
- Undermining colleagues or management.
- Disrupting teamwork by refusing to collaborate or share information.
- Consistently poor performance or refusal to take accountability.
- Frequent complaints or resistance to constructive feedback.
Recognising these signs early on can help you take action before they cause lasting damage.
Have a candid conversation
Once you’ve identified toxic behaviour, it’s essential to address it head-on. Schedule a one-on-one meeting with the employee to discuss the issues you’ve observed. Be clear, concise, and focus on specific examples of their behaviour. Remember to avoid personal attacks—frame the conversation around the impact their actions have on the team and the business.
It’s also important to listen to their side of the story. There could be underlying reasons for their behaviour, such as personal struggles or workplace dissatisfaction, that you may not be aware of. Understanding their perspective can help you approach the situation more effectively.
Set clear boundaries and expectations
After the conversation, set clear boundaries and outline your expectations moving forward. Make sure the employee understands what behaviours need to change, and give them a timeline for improvement. It’s essential to be specific here, as vague instructions won’t lead to any real change.
Consider putting together a performance improvement plan (PIP) that includes measurable goals and regular check-ins to track progress.
Involve HR if needed
If the toxic behaviour continues despite your efforts, it’s time to involve HR. A formal performance management process might be necessary to ensure the issue is handled professionally and legally. This could involve further discussions, formal warnings, or even considering termination if there’s no improvement.
HR can help ensure that all procedures are followed correctly, protecting both the employee and the company.
Build a strong team culture
Prevention is often the best cure. To avoid future issues with toxic employees, focus on building a strong, positive team culture from the start. Encourage open communication, reward teamwork, and set clear standards for behaviour. When employees feel supported and know what’s expected of them, toxic behaviours are less likely to take root.
Regular feedback sessions, team-building activities, and providing opportunities for growth can all contribute to a more harmonious workplace.
Dealing with a toxic team member is never easy, but taking prompt, decisive action can save your team from long-term damage. By addressing the problem early, setting clear expectations, and involving HR when needed, you can turn the situation around and create a healthier, more positive work environment.
About the HR expert:
Sam Lee is the founder and Managing Director of McGin-Lee HR, with over 25 years of experience in navigating complex HR challenges for businesses of all sizes. Specialising in employee relations, workplace culture, and performance management, Sam helps businesses handle difficult situations—like managing toxic team members—with a practical, no-nonsense approach. Her expertise in creating healthier, more positive workplaces ensures that businesses can focus on growth while fostering an environment where everyone thrives.
Whether you’re facing issues with toxic employees or need guidance on improving your team dynamics, Sam is here to offer tailored HR solutions that make a real impact.
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