An Employee Performance Root Cause Analysis.

How to do the best root cause analysis for an employee performance issue:

The goal is to make the employee feel good about tackling a habit that's going to take time and effort to change.  They need to understand the problem is not personal, even if the root cause is, and they are doing a good job in general. 

Before the conversation:

• Pull and compare data.

• Establish a behavioral pattern.

• Have examples ready.

• Have two positive things to say for each example that are not related to the issue.  It takes five positives to balance out a negative.

During the conversation:

• Be calm, & quiet.

• Don't attack or defend.

• Use active listening & compassionate empathy.

• Take appropriate notes

• Show examples.

• Answer questions transparently.

• Ask probing questions. (I use open ended questions and a 5 why analysis to begin planning)

After the conversation:

• Set aside time for everyone to research and digest the information.

• Document the meeting and send a follow up on any questions on either side.

This exercise is not for assigning blame, it is to clarify the perspective of the employee, understand the roadblock that is affecting their performance, and determine the resources needed for removal.  An improvement plan may be the next step, but most of the time having a heartfelt and vulnerable conversation with an employee will create the buy-in needed to make the change.  A little care goes a long way.