Every organization has faced certain disobedient and difficult employees at one point in its existence. Managing such employees can be extremely challenging; not only are they disengaged, but they also create a hostile working environment for other employees at the company.
A study by AIHR’s HR trends report found that disengaged employees are costing the world economy $8.8 trillion annually in lost productivity.
Your team may have loyal employees, but defiance is a behavior that can shift with time, circumstances, and state of mind. An employee who performs well today may become challenging tomorrow for any particular reason.
If you are a manager, supervisor, or employer, managing a disobedient employee must be your priority.
You must master the best practices to manage such defiant employees effectively and try to address their issues to make them loyal. Your employees are the company’s assets. Investing time and resources in training and retaining your employees is totally worth it.
Before diving into the best practices used by successful companies to deal with rebellious employees, let’s first decode who falls into the category of defiant employees.
On this page
Who are defiant employees?
Defiant employees are those who frequently resist authority, reject instructions, or consistently challenge company policies and decisions.
A Gallup survey discovered that the percentage of engaged employees in the US has declined by two percentage points since 2023, showing an increased trend of workers’ disengagement from workplaces, mainly among workers younger than 35.
Their behavior can manifest in various ways, including these examples:
- Ignoring instructions: They may disregard tasks or deadlines, which can be especially problematic if you have to meet deadlines for clients.
- Showing passive resistance: Instead of openly defying authority, they may quietly resist by procrastinating or performing tasks poorly.
- Openly challenging authority: They might question decisions publicly, create conflict, or express disagreement with management. This kind of insubordination can undermine your authority and negatively impact the overall performance of your team.
- Negative attitude: Defiant employees often lack enthusiasm and frequently complain, spreading negativity that can harm team morale.
- Refusing to adapt: They may resist changes or new processes, preferring to stick with old habits even if it affects productivity.
Should such employees be fired?:
While firing a defiant employee might seem like the easiest option, it is rarely the most effective solution, unless there is clear evidence of misconduct.
In most cases, hiring a new employee in place of a disengaged one can cost up to twice their annual salary, including recruitment, onboarding, and lost productivity. A smart approach would be to deal with such sensitive issues by coaching, feedback, and role reassessment, which can save significant resources.
Moreover, even disobedient employees can have valuable skills and experience that are worth retaining.
Your priority should be to understand the root causes of their behavior and address them wisely. Doing so can save significant resources and help reduce turnover.
Understanding the causes of disobedience:
Before diving into strategies, it’s essential to understand the root causes of disobedience and to determine the best way to handle the situation.
For instance, if an employee is being intimidated or negatively influenced by others and there isn’t an unbiased communication channel in place, you might never understand why you lost that valuable team member.
“Often when employees are causing problems, it’s because they are expressing legitimate concerns in an unproductive way.” — Managing Difficult Employees: Listening to Learn, PON (Harvard)
When you take the time to understand what’s driving disobedience and address those root causes, you’re not just fixing problems, you are building a stronger, more united team.
Carefully managing employees within your company can set the stage for a more harmonious and productive work environment.
Here are some common reasons that can turn even a good employee into a disobedient one.
- Miscommunication: When instructions are unclear or employees misunderstand what’s expected of them. Whenever you join a new team, it’s essential to clarify every detail and communicate your expectations. It helps everyone understand your vision and align their efforts with your shared goals.
- Overfriendliness: When boundaries blur and professionalism takes a backseat, some employees may think they can bend the rules or challenge authority.
- Daria Leshchenko, CEO of SupportYourApp, shared in an interview how her team began showing signs of insubordination simply because she became too friendly with them, ultimately leading her to fire all of them.
- Lack of engagement: When employees start feeling disconnected or think their efforts aren’t valued, this can cause disobedience.
- Personal issues: External problems, like family troubles or health concerns, that impact behavior at work.
- Workplace conflict: Tensions with colleagues or feelings of unfair treatment can lead to defiance.
- Lack of recognition or growth opportunities: Employees feeling stuck or unappreciated may stop putting in their best effort.
Recognizing these causes allows you to tailor your approach effectively, which brings us to a structured three-step formula for managing disobedient employees.
A three-step formula for managing disobedient employees:
After carefully researching and examining the causes of employee disobedience, we have created a 3-step guideline for managing disengaged and disgruntled employees effectively.
Step #1. Sincerely talk to them
Start with a sincere conversation. Every employee contributes to the success of the business, even those who are currently challenging.
Instead of reacting with frustration or thinking about self-respect, focus on the bigger picture.
Why should you be sincere?
Employees expect leaders to show empathy and understanding. Approaching them with sincerity can help uncover hidden issues. Treat the employee like a valuable resource of the team, and ask them directly what is bothering them or why they are not meeting expectations.
It has been reported that employees rank feeling valued at work as a core driver of productivity and overall happiness, outranking compensation.
It’s noteworthy that while managers are usually the ones who give the most feedback, CEOs/executives and peers matter too. For 33% of employees, CEO/executive feedback is equally important. For 28% of employees, feedback from coworkers had a positive impact on their motivation.
Here is a real-life example of managing an aggrieved employee.
Example:
Here is a true story. A manager of a large firm noticed that one of her top-performing sales reps, Sarah, had started missing deadlines and seemed disengaged during meetings. Rather than reprimanding her immediately, the manager decided to have a one-on-one conversation.
During their discussion, Sarah revealed she was struggling with a family issue and was also feeling tension with a colleague. By listening to her concerns and showing empathy, the manager was able to offer her some flexibility with her schedule and mediate the conflict with her co-worker.
Within weeks, her productivity was back on track, and she returned to being one of our strongest team members.
Step # 2. Schedule regular follow-ups:
Not all employees are like Sarah, who is open and responsive. Some may exhibit arrogance and see themselves as superior. In such cases, resolving conflicts can be more challenging.
You might need to conduct regular follow-ups after your one-on-one conversations. This reinforces that while understanding and empathy are important, accountability is also crucial.
Implement a follow-up plan:
Once you realize that an employee is undermining your authority and resisting change, you can implement this follow-up plan, which I use in such situations and find effective for managing stubborn and defiant employees.
- Set clear expectations: Clearly define what you expect from the employee moving forward.
- Regular check-ins: Schedule meetings to discuss progress and provide support.
- Use task management tools: Track progress on assigned tasks to ensure they stay on course.
By following up regularly, you send a clear message that the employee’s behavior is being monitored and that improvement is expected.
Step #3. Initiate an inquiry if necessary:
Sometimes, to discipline a disrespectful employee, you need to initiate an inquiry. This is surely the last nail in the coffin for managing disobedient employees.
If the disobedience continues despite your efforts, consider initiating a formal inquiry. This step should only be taken after other methods have failed and should be handled professionally and fairly.
Best practices to conduct an inquiry:
In certain cases, if an employee is persistent with his/her defiant behavior, then disciplinary action may become a necessity. Despite coaching and regular follow-ups, if an employee resists change, then a formal inquiry ensures that the issue is reviewed and documented for further procedure.
The following steps must be carefully and diligently followed:
- Document instances of disobedience: Managing such employees requires keeping a record of incidents and efforts made to resolve the issue.
- Request a written explanation: Ask the employee to provide their side of the story.
- Establish consequences: Be clear about potential disciplinary actions if behavior doesn’t improve.
Formal inquiries should be fair and based on documented evidence. They serve as a last resort to ensure that all parties understand the seriousness of the situation.
Additional strategies for managing disobedient employees:
The following strategies create a positive workplace environment, leading to fewer conflicts and increased productivity.
- Behavioral coaching: Offer one-on-one coaching sessions to guide employees in improving their behavior at work. For example, you might sit down with an employee to discuss specific behaviors and set goals for positive changes.
- Conflict resolution training: Equip your team with the skills to handle conflicts professionally. Organize training sessions where employees can learn techniques for resolving disagreements constructively.
- Positive reinforcement: When you see improvements, acknowledge them. Whether it’s a quick shout-out in a meeting or a small reward, recognizing efforts can boost morale and encourage continued positive behavior.
- Preventive measures: Build a workplace culture where clear communication, recognition, and fairness are the norms. By fostering this environment, you can reduce the likelihood of disobedience and conflicts before they even start.
All these steps have been declared as effective measures in managing difficult employees.
Legal considerations and fairness:
Always ensure that your approach complies with employment laws and company policies when managing such employees. Document all actions and decisions to maintain transparency and fairness. This protects both the company and the employee from potential legal issues.
Conclusion: Your role as a leader
Managing disobedient employees isn’t just about enforcing rules; it’s about leading with empathy, setting clear expectations, and holding employees accountable. This balanced approach can turn potential conflicts into opportunities for growth and improvement.