HR Guidance - Helping managers to intervene early

Spot the Signs Early

• Changes in behaviour, performance, or attitude which could include Noticeable changes in communication tone or responsiveness to students and or colleagues
• Increased absenteeism or lateness
• Tension or conflict with colleagues (which could include with you as their manager)
• Missed deadlines or reduced engagement

Reflect Before Acting

• Clarify the issue: Identify what specifically is causing tension (e.g., communication style, unclear expectations, workload).
• Separate facts from feelings: Focus on observable behaviours rather than assumptions or emotions.

Create a Safe Space to discuss your concerns

• Choose a private, neutral setting and ideally have this type of conversation in person
• Ensure confidentiality and that you have enough time to spend on this.
• Approach with empathy and curiosity, not judgment
• Consider whether having anyone else present such as a colleague from HR or Trade Union representative may enable a constructive conversation.

Example Questions:

"What changes have you noticed in your work or routine recently, and how are things feeling for you?"

"Can you share what’s been happening for you recently both at work and outside of work?"

"Is there anything at work or outside of work that’s affecting you?"

Be Clear and Specific

• Focus on observable behaviours, not assumptions
• Use “I” statements to reduce defensiveness

Example Questions:

I noticed you’ve missed a few deadlines this month, which isn’t like you. Is everything okay?

I’ve noticed you’ve been less engaged in recent departmental meetings. Is there something impacting your ability to contribute?

Your marking turnaround times have changed recently - can we talk about what’s been affecting that?

There’s been a shift in your interactions with students. Is there anything going on that you’d like to discuss?

What challenges have you encountered with module planning recently?

You’ve seemed quite withdrawn during collaborative projects. Is there anything about the team dynamic or workload that’s causing concern?

I noticed you’ve had several late arrivals to lectures this term. Is there something affecting your schedule or how you are feeling?

There’s been a drop in your research activity submissions. Would it help to review your current workload or priorities?

Listen Actively

• Allow the team member to speak without interruption
• Use open-ended questions
• Enable the team member to share their perspective and engage with two way feedback
• Reflect back what you hear to show understanding

Work on Solutions Together

• Ask what support they need
• Aim for collaboration rather than confrontation.
• Suggest practical steps or compromises that benefit both sides.
• Consider whether there are any reasonable adjustments which have not been implemented and whether the employee could complete a disability passport (if relevant)
• Consider whether there is a need to engage with Occupational Health and or signpost to the employee assistance provider
• Agree on clear, achievable actions
• Set a follow-up date to review progress

Example Questions:

" What kinds of support or resources would make the biggest difference for you at the moment?"

"How can we work together to improve the situation?"

What ideas do you have for how we can collaborate to make things better

"What would make things easier for you to move forward?"

What changes or adjustments would help you feel more confident about moving forward

Document the Conversation

• Keep a brief, factual record of the discussion.
• Record key points and note agreed actions and timelines so you can check back in together with purpose.
• Share with HR if necessary.

Taking Action

• Ensure you follow up with the agreed actions
• Have regular check ins with the employee which are supportive
• Address any other points that may come about in an informal way rather than holding off until the situation may seem to be deteriorating
• Review and check in with the employee in case there are other factors which are impacting them

Know When to Seek Further Support

• If the issue persists or worsens
• If there are risks to wellbeing, safety, or performance
• Consider a confidential discussion with your line manager, involve HR or relevant support services.

Maintain Professionalism

• Stay calm, respectful, and solution-focused.
• Avoid gossip or negative talk about this with any other managers/ team members.
• Early conversations are about support not discipline or formal performance management.

Remember: Constructive dialogue strengthens trust and improves working relationships. Addressing concerns early and respectfully helps create a positive environment for everyone.