Every leader, at some point, faces the tough reality of dealing with a team member who is struggling. It’s frustrating, sure; but before jumping to conclusions, it’s important to ask: Why aren’t they performing to the standard you know they are capable of?

Are they in the wrong role? Do they lack training? Are personal issues creeping into their work? Or are they just disengaged?

The good news is, AI can help. Not by making the decision for you, but by giving you real data, insights, and a structured approach to turning the situation around.

Here are 8 steps to coach an underperforming team member back to their best, with a little help from AI.

1. Get the Facts (Not Just Feelings)

Before assuming someone isn’t pulling their weight, get the data. AI tools can track:

✅ Productivity levels over time
✅ Response times, missed deadlines, and work quality
✅ Trends in engagement (emails, chats, task completion)

Instead of going into a conversation with frustration, go in with facts. KPI Tracking with weekly feedback, is a wonderful way to track performance and identify areas that need support, quickly.

🔹 AI Tip: Use AI-powered performance dashboards to identify trends and compare performance to past months.

Examples:

i. Lattice:🔹What It Does:

• Tracks peer and manager feedback over time
• Analyses sentiment and engagement trends
• Provides real-time performance tracking

🔹 How It Helps:
If an employee's feedback from peers shifts from positive to negative (or vice versa), Lattice can flag changes before they become a bigger issue.

AI-Driven Actionable Insights

✅ Detect early signs of disengagement before it affects performance
✅ Identify employees who are showing real improvement
✅ Spot consistent struggles and adjust coaching approaches

2. Have a Direct but Supportive Conversation

Once you’ve got the data, sit down for an honest, face-to-face conversation. Avoid accusations, this is about understanding what’s going on and offer support for a collaborative WIN-WIN Target.

Instead of:
❌ “You’re not meeting expectations. What’s wrong?”

Try:
✅ “I’ve noticed a dip in your performance. Let’s talk about what’s going on and how I can support you.”

🔹 AI Tip: AI-powered sentiment analysis tools (like Crystal Knows) can help you understand their communication style and how to approach the conversation.

3. Identify the Root Cause

Low performance usually has a reason:

• Lack of clarity: They don’t fully understand expectations
• Skill gaps: They need more training
• Role misalignment: They’re in the wrong position
• Lack of motivation: They don’t see a future in the company
• Personal struggles: External pressures, stress or burnout

🔹 AI Tip: Use HR analytics to see if they’ve taken fewer breaks, responded slower, or been disengaged in meetings, it could indicate burnout.

Using AI to Take Action on Burnout

Once patterns of disengagement are detected, AI can help:
✅ Recommend workload adjustments
✅ Flag employees at risk for burnout before it escalates
✅ Suggest well-being interventions (e.g., wellness programs, time-off reminders)

Proactive burnout detection = better retention, happier employees, and a stronger team.

4. Set Clear, Measurable Goals

Vague goals = vague results. Instead of saying, “I need you to step up,” be specific:

✅ “Over the next 30 days, I’d like to see you complete [specific tasks] within [timeframe]. Let’s check in weekly.”

🔹 AI Tip: AI-driven project management tools (like ActiveCollab, Asana or Trello) can track progress and send automatic reminders.

5. Provide the Right Tools & Training

Sometimes, underperformance isn’t about attitude, it’s about ability. If they’re struggling with a certain skill, give them the resources to improve.

🔹 AI Tip: AI-powered learning platforms (like LinkedIn Learning or Coursera) can suggest personalised training based on their weaknesses.

6. Adjust Their Role (If Needed)

If someone is struggling consistently, they might just be in the wrong seat. AI can help match them to a role better suited to their strengths.

🔹 AI Tip: Use AI-based talent assessment tools (like Predictive Index) to analyse their skills and suggest better role fits.

7. Keep a Close Feedback Loop

Performance won’t improve overnight. Check in regularly, not just at formal reviews. Keep conversations open, constructive, and action-oriented.

🔹 AI Tip: AI can monitor feedback trends from peers and managers, highlighting real-time improvements or ongoing struggles.

8. Recognise & Reinforce Progress

The fastest way to keep momentum? Celebrate small wins. When they start improving, acknowledge it. People are more likely to push harder when they feel valued.

🔹 AI Tip: AI-driven recognition platforms (like Bonusly) can automatically highlight and reward performance improvements. Also introduce Monthly Staff Awards, and Annual Prizegivings - this provides staff with incentives to perform better, and be rewarded.

Final Thought

People don’t fail because they want to. They fail because they’re stuck, unsupported, or misaligned.

AI won’t fix everything, but it can give us clarity, structure, and insight to handle performance issues with fairness, empathy, and real action.

And in the end, that’s what leadership is about. Vulnerability, understanding, compassion and support.