Employee coaching

All employees, whether longtime team members or new to the job, high achievers or underperformers, need extra attention from time to time.

Employee coaching does just that, offering guidance and instruction to people in your company so they can perform better. This continual form of intervention takes an individual, and sometimes team-wide, approach and turns former blind spots into areas for improvement. It also positively contributes to workplace morale.

Adam Nalepa, Senior Business Advisor, Advisory Services at BDC and part of its people strategies practice, meets with business owners and managers to develop employee coaching strategies. He says employee coaching can reach beyond new employees or correcting work performance.

“For the underperformer, employee coaching can help their career development, and for the high performer, it can take them to the next level,” he says.

The emphasis for many is that it’s more than a one-time measure. In a performance management cycle, coaching provides continual feedback and support to the employee throughout the year.

What is workplace coaching?

Workplace coaching focuses on the goals of the person being coached. It is based on reciprocal actions between the two parties.

The coach responds to information about the needs of the person being coached and then offers help through active listening, thoughtful questioning or concrete guidance.

Workplace coaching unlocks the potential of an employee and helps in their development.

What is employee performance coaching?

Employee performance coaching happens when a manager helps an employee achieve his or her performance objectives. The manager can help set the performance goals, which the employee must accept, and then take the following steps:

1. Once the goals are clear, the starting point for coaching is a shared understanding of the employee’s strengths and weaknesses and how they can contribute to or detract from future success.
2. Then, working together, the manager and employee create a plan that develops a set of skills for the task, including its challenges and performance expectations.
3. The manager coaches the employee within the framework they’ve committed to while considering the value of the manager’s time.

The entire process includes observation, questioning and adjustments, as well as taking time to celebrate successes and learn from setbacks. Open, two-way communication is critical.

Why is coaching important for employees?

Employee coaching helps foster career development for the individual and improve retention for the company. It increases job satisfaction and shows employees that your organization is taking time to identify you as someone they want to give more resources, tools and support.

What’s the difference between employee coaching and mentoring?

Employee coaching differs from mentoring in that it aims to develop the employee and involves them in setting the parameters.

Mentoring, on the other hand, is about guiding someone who is stepping into a new role, with the mentor sharing their knowledge and experience. Mentoring also plays a vital role in grooming people for succession.

In small businesses, the same person can act as a coach and mentor.

How do you prepare for an employee coaching session? 

For some, employee coaching can feel imposed, says Nalepa, who adds that most consider career development a personal journey. 

“They might feel that someone’s trying to force something down their throat,” he says, adding that he’s seen a few managers trying too hard to tell employees what to do. 

“If they feel like they lack autonomy, you’ll likely bump into resistance. It’s more rewarding if they suggest solutions and focus areas on their own.” 

He says if someone is unwilling to open up, it may be too soon for coaching, and you need to spend more time building that relationship instead. 

Here are some practical steps to prepare for a successful coaching session:

• Pause and reflect: Before the session, take a moment to reflect on the employee’s progress, challenges, and goals. Consider where they are currently and where they want to be.
• Set clear objectives: Define the purpose of the coaching session. What specific skills or behaviours do you want to address? Be clear about the outcomes you hope to achieve. 
• Create an agenda: Ask the employee to outline the most important issues they face at work and any specific topics they’d like to discuss. 
• Actively listen: During the session, understand the employee’s perspective, challenges and aspirations. Effective coaching begins with attentive listening. 
• Ask thought-provoking questions: Instead of immediately providing solutions, encourage independent problem-solving. Ask open-ended questions that stimulate critical thinking.  
• Set and execute goals: Help the employee define long-term career goals. Work together to create a realistic plan with deadlines.  
• Provide constructive feedback: Use one-on-one meetings to provide guidance and encouragement.  
• Remember that coaching is an ongoing process. By nurturing strengths, addressing weaknesses and fostering growth, you contribute to the professional development of your team members.  

What is the key to employee coaching? 

Nalepa says it’s essential that an employee coach keep things upbeat, which will help motivate the person being coached. He says you also don’t want the employee to feel monitored or self-conscious.

“Try to keep it as positive as possible,” Nalepa says. “Even if you’re raising negative criticism, it should be framed as aspirational and emphasize what the employee should aim for.”

How to coach an employee who is underperforming?

Coaching an underperforming employee can be a delicate task, but it’s essential for their growth and your team’s success.

Here are some strategies to consider:

• Be honest about their performance gaps and areas for improvement.
• Use parameters that are not subjective in nature.
• If specific missteps are identified, show how they affect the day-to-day operations of the business and the overall business objectives.
• Encourage the individual being coached to arrive at a plan and articulate it.
• Set clear performance goals and create an action plan together.
• Ask them how the two of you can work towards these goals.
• Document discussions, agreements and any progress made.
• Consider pairing the underperforming employee with a peer who excels in the same area.
• Ask the employee what they want to discuss and encourage open dialogue.

What is the first step in coaching an employee?

Before the actual coaching sessions take place, an important first step, says Nalepa, is to make sure you choose the right coach. They need to be someone committed to the process who wants to help and support the employee.

“It doesn’t have to be a manager; it could be someone in senior management or a peer.”

Once you’ve decided on a coach, the first step is for them to start asking questions and listening actively to the person being coached.

“Active listening will build the rapport and that trust factor,” Nalepa says. “The employee wants to feel like they’re in a comfortable environment where they can articulate their issues.”

Another important early step is for both parties to understand the strengths, weaknesses and aspirations of the employee being coached.

“It’s good to hear from that person because maybe they aspire to do something they have never shared with anyone in the organization.”

What’s the difference between employee coaching and a performance review session?

Coaching is more informal than a performance review. It also happens more often since organizations typically organize performance reviews once or twice a year.

“Employee coaching becomes more significant than a performance review because of that continuous improvement aspect.”

Next step

Get key insights into recruiting top talent and retaining skilled employees for your business by downloading the free BDC guide, Hire and Retain the Best Employees.