There are few things more draining than watching someone consistently miss their goals.
The numbers are not hitting the mark. Deadlines keep moving. The work quality is not where it needs to be. And now you’re asking yourself if you should speak up or simply fix it.
Most managers either soften the message or put it off until the frustration makes it harder than it should be.
And the longer you wait, the heavier it gets.
Here’s a simple and straightforward way to address it directly, in six simple steps.
1. REGULATE YOURSELF FIRST
Take a breath. Slow the pace. Separate facts from the narrative you’re creating.
You may be thinking:
“They don’t care.”
“I shouldn’t have to explain this.”
“This is just laziness.”
Instead, go in calm and curious. Not frustrated and reactive.
2. GET SPECIFIC*
Instead of making it about them, narrow it to one clear instance.
“On the Q1 sales goal we set…”
“On the last two project deadlines…”
“In Monday’s client meeting…”
Specific lowers defensiveness.
*This is the first part of the SBI framework (Situation–Behavior–Impact), developed by the Center for Creative Leadership and part of my Fearless Feedback Playbook.
3. DESCRIBE BEHAVIOR CLEARLY
Share observable facts. No exaggeration. No labels.
“The goal was 15 outreach calls per week, and the last three weeks were 7, 8, and 6.”
“The report was submitted two days after the agreed deadline.”
“The draft didn’t include the data we discussed.”
Just the behavior tied to the goal.
4. EXPLAIN THE IMPACT
Now explain why it matters to you and/or the team.
“When those numbers aren’t hit, it affects our revenue forecast.”
“When deadlines move, it puts pressure on the team.”
“When key data is missing, it impacts our credibility.”
You’re making the consequences visible.
5. INVITE “THEIR TAKE” ON IT
Ask for their perspective.
“Help me understand what’s getting in the way.”
“What feels hardest about hitting this target?”
“Walk me through how you’ve been approaching this?”
Now you’re working to understand the root issue* instead of reacting to it.
*Often, you’ll uncover a clarity gap, a skill issue, capacity overload, or confidence hesitation.
6. REINFORCE ACCOUNTABILITY
Once you’ve identified the gap, close the loop.
Reconfirm the expectation, and define what success looks like.
Agree on the deadline, and set the next check-in.
“So, moving forward, the expectation is 15 outreach calls per week. Let’s review the numbers next Friday.”
When expectations are explicit, people know where they stand, and you increase their chance of success.
THE COST OF AVOIDANCE
If you’re stretched thin, this can feel like one more hard thing to handle. But avoiding it means you absorb the extra work and the cognitive strain.
When you address underperformance early and directly, it benefits both of you. You protect your time and energy, and your team member gains clarity about what’s expected and where they stand. Clear expectations and follow-ups make your job easier and give them a better chance to succeed.
Address it early and you prevent the load from growing on either side.