When I first started managing people, I learned the hard way how damaging one negative employee can be.
I had just assumed leadership over a small team of professionals. One person in particular stood out to me. He complained about everything. He resisted every idea no matter who proposed it. He pointed out problems but never helped solve them.
I ignored it at first, hoping he would get his act together. Big mistake.
Within weeks, morale suffered. Other normally high-performing team members started to slack. Then it hit me: if I wanted my team to perform at a high level, I had to handle that employee.
Through trial and error, I figured out how to deal with negative employees. Here’s everything you need to know to handle a negative employee the right way.
How to Handle a Negative Employee
1. Catch the Behavior Early
The most important step in dealing with negative employees is recognizing the negativity before it takes over your entire team.
Does the employee complain about everything? Resist feedback? Speak poorly about their colleagues? Start spreading rumors?
You’ll want to identify if this behavior happens frequently, or if it was just a bad day. No employee is perfect. But if it’s a pattern, it’s your responsibility to handle it.
Document instances of their negativity. You’ll need this ammunition later if you have to write them up.
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2. Identify the Root Cause of Negativity
Why are they being negative? What triggered this behavior? Sometimes employees act out because of personal issues. Or they may not understand their role. Others may feel like they aren’t given enough recognition or responsibility.
Ask yourself: what’s causing them to act this way?
You should know the root of the problem in order to correctly solve it. If you don’t, you may never see improvement.
If the negativity is due to them not understanding what tasks to perform, make sure they’re clear on what’s expected of them.
Read also: How to Handle Negative Thoughts (11 Ways)
3. Talk to Them in Private
Publicly calling out a team member for their bad behavior is one of the biggest mistakes managers make.
Always talk to negative employees in private. Don’t embarrass them in front of their colleagues or act defensively. If you do, the employee will become defensive and the entire team will feel uncomfortable.
Speaking to them privately allows you to be honest and direct without burning any bridges. Explain to them how their behavior is impacting your team, instead of attacking their personality.
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4. Be Specific With Your Feedback
Don’t say things like, “Stop being negative.”
Criticism without specificity is useless. Take note of the times they’ve been rude or disruptive. Instead of saying, “you’re bad at meeting deadlines,” say:
“You missed the deadline for our project last week.”
This prevents you from making blanket statements like, “You’re always late with deadlines.”
When you give specific examples, the employee has no choice but to realize their behavior and take responsibility for it.
5. Listen to Them
Yes, even negative employees deserve to be heard.
Let them explain their side of the story. I know what you’re thinking: but they’re still being negative! Hear them out. They may have valid points as to why they’re behaving this way.
The negative attitude could be a result of other factors. Do they understand what’s expected of them? Is someone on your team overloading them with work? Are they feeling stressed about something else in their life?
When you listen, you’re collecting information and showing the employee that you respect them. You may be surprised how far this simple gesture goes.
6. Define Expectations
Once you’ve had your discussion with the employee, clearly define how you expect them to behave moving forward.
Tell them exactly what you will and will not tolerate. For example:
“I expect all team members to respectfully provide feedback to one another. We don’t tolerate negative comments that decrease morale.”
You can even write this in an email so they have a record of your conversation. Whatever you do, be specific about their expectations moving forward.
If they continue their behavior, you have a reference to know you gave them a chance to correct it.
7. Provide Support and Coaching
Some people just need a little guidance.
Provide tools and resources to help your employee improve. Whether it be a mentor to help coach them or training on how to manage stress, offer solutions on how they can better themselves.
You’ll be surprised how many people want to improve but don’t know where to start. Show the employee you care about their success.
8. Monitor Their Behavior
How they behave during your conversation isn’t going to count. After you address the issue with them, monitor their behavior moving forward.
Are they improving? Or are they continuing to allow their negative attitude to disrupt your team?
Document any incidents so you have tangible proof that their behavior didn’t improve. If you see an improvement, praise them. Letting them know they’re moving in the right direction will reinforce that positive behavior.
If their behavior still doesn’t improve despite your support, it’s time to take action.
9. Maintain a Positive Team Environment
Your job as a manager isn’t just to handle negativity. It’s to make sure your team is having a supportive and productive work environment.
Make sure you recognize your team for their accomplishments. Keep communication open and celebrate the wins, both large and small.
While one negative employee can thrive in a toxic environment, a positive environment can neutralize that toxicity.
10. Take Action if Necessary
If the negative behavior continues after everything you’ve done, it’s time to take action.
This could mean involving HR, placing them on a PIP (Performance Improvement Plan), or even terminating them from your team.
One toxic employee can poison an otherwise healthy team. As a manager, it’s your job to protect your team’s performance and productivity.
Conclusion
Nobody likes dealing with negative employees. But as a manager, it’s your job to nip that negativity in the bud.
Follow these 10 steps and you’ll be able to handle a negative employee the right way. Identify the issue, talk to them in private, analyze their behavior, and take action if necessary.
A negative employee can suck the motivation and productivity out of your entire team. Use the steps above to stop negativity in its tracks and keep your team focused on achieving their goals.
FAQ
Q: How do I approach a negative employee without causing defensiveness?
A: Use private conversations, provide specific examples, and avoid attacking their character. Focus on behavior and its impact, not personal judgment.
Q: Can negativity be a sign of a deeper issue?
A: Yes. Often, negative behavior stems from stress, unclear expectations, or feeling undervalued. Understanding the cause is crucial before taking action.
Q: What if the employee refuses to improve?
A: Escalate to HR, implement a performance improvement plan, or consider termination. Protecting team morale is more important than tolerating one toxic individual.
Q: How can I prevent negativity from affecting the rest of the team?
A: Foster open communication, recognize positive behaviors, and maintain a supportive culture. Address negative behavior early to minimize its impact.
Q: Should I offer support to a consistently negative employee?
A: Yes, if they are receptive. Coaching, mentorship, or skill-building can sometimes turn negative behavior around, but only if the employee is willing to change.
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