Discover effective strategies on how to handle a hostile employee and find out why you need to act quickly
“A rotten apple spoils the barrel” can be used to describe how a hostile employee affects the workplace. The negative behaviors can spread very quickly. They can affect employee morale and productivity, leading to losses in terms of absenteeism, turnover, and possibly even lawsuits.
In this article, we’ll go over approaches on how to handle a hostile employee. We’ll cover the support that organizations can offer managers in tackling this issue. We’ll also discuss measures that leaders can take to foster an open, respectful work culture.
Let’s begin by defining what a hostile employee is. That's someone who shows behaviors that are:
Some examples of these behaviors:
Such toxic behavior can affect employee morale and productivity. Managers and team leaders must address this issue quickly.
Here are steps to take in dealing with a hostile employee:
Toxic behaviors come to light through reports from colleagues, complaints, or your own observations. Document the behavior; see if there is a pattern, but don’t wait too long before taking action.
Set up a private meeting with the employee. Explain what the issue is and how it affects others. Focus on the behavior, not the person.
Outline the facts by talking about:
Speak to your colleague in a neutral, non-judgmental way. Doing so will help lower their defenses and make them comfortable in opening up to you.
In some cases, employees might not be aware of the effect they’re having on others. Talking about their behavior and the impact on others will help make them aware.
Important: if you catch an employee being aggressive in public, act right then and there. Use a calm but firm tone in calling them out, then take them somewhere more private.
Start by asking some open-ended questions, then let the employee talk. Resist the urge to interrupt; ask questions later. For now, give them your full attention.
Poor behaviors are often the result of an unmet need. Allow your employee to talk. Nothing is more important at that moment than for them to be heard.
It’s all about listening without an agenda – more on that in this video:
Find out more about listening and good leadership in this article.
At this point, there might be two issues to address:
Come up with a collaborative action plan. Everyone should be clear on the next steps, making progress towards resolving a difficult issue.
Keep tabs on tasks in the action plan by checking in regularly. This will help establish accountability, especially in dealing with a hostile employee.
Monitor the employee’s progress by seeking feedback from their team and anyone else concerned.
Keep detailed and timely notes of everything, starting from when this first became a concern. Documentation helps track progress and captures important action points.
If drastic action is required, keeping a detailed record will help support any difficult decisions you will have to make. That brings us to our next point.
Progressive discipline is a step-by-step process of taking disciplinary action. The process ensures that actions are measured and proportional to the offense.
This usually involves four steps:
Some advantages to taking this approach:
When dealing with a difficult employee, managers may need to skip certain steps in the process. This will depend on how serious the offense is, such as violence, sexual assault, or theft.
It’s important to outline these procedures in your employee handbook, taking local laws into account as well. When finalizing these procedures, it’s best to consult an expert for guidance. Visit our Best in HR section for a listing of the top HR leaders and employment law firms.
A toxic employee has more influence in the workplace than you think. A 2016 study showed that rude and uncivil behavior is contagious. Take quick, decisive action before things spiral out of control.
Here are some points to remember when dealing with hostility in the workplace:
Be on the lookout for the beginnings of hostile behavior. Here are some examples:
changes when communicating with colleagues: sarcastic responses or snippy replies; not cooperating with certain team members; a sudden increase in disputes
closed-off body language: eye rolls, smirks, poor eye contact
signs of burnout: displays of frustration or anger; constantly questioning authority
isolation: becoming withdrawn and refusing to join team activities
performance issues: becoming resistant to feedback; decline in work quality
Observe and document these changes, but don’t wait too long. Once you start seeing a pattern, then it’s time to take action.
Establish and foster a strong work culture where hostile and aggressive behavior has no place to thrive. Take the time and effort to draft a set of company values or manifesto for everyone to follow.
Some action points to consider further:
Write detailed statements of how you would like your workforce to embody your organization’s values. Share these values statements where your employees can see them:
Employees are expected to live up to the organization’s values. Remind them of these values whenever you can.
Here are other ideas on building a healthy company culture.
This will be guided by your organization’s values – anything that contradicts those values is considered undesirable behavior.
This is valuable action that anyone can take to help deal with difficult employees. No one should have to suffer in silence. And no one should be silent bystanders either.
Have clear, easy-to-follow reporting channels. Encourage employees to speak up. Explain how hostile behavior, when left unchecked, can hurt employee morale and mental health.
Encourage leaders to be good examples
Your leadership team has a role to play, too. They should set an example by modeling positive behavior, especially at work.
There might be situations where your company could benefit from the expertise of a consultant, especially if matters escalate quickly.
There are some advantages to calling in a third-party consultant:
A consultant who’s an expert in managing conflict would be especially valuable.
There’s a high price to pay if HR leaders and managers fail to address hostile behavior. We mentioned earlier that this tends to spread, resulting in low morale and poor productivity. According to the Civility Index, US businesses lose $2.7 billion daily from poor productivity and absenteeism due to uncivil behavior at work.
If harmful behaviors go unchecked, these could lead to expensive lawsuits and harm your company’s reputation.
Dealing with a hostile employee isn’t easy, and it takes a calm yet strong demeanor to face this head-on. Organizations should be ready to provide training in this area to equip their managers with the right skills when dealing with aggression.
Managers and team leads are the first to spot signs of aggression in the workplace. They should have the right support and training and good communication skills to face this issue.
Here are some training topics that could benefit managers and team leaders at your organization:
This will train your managers to be on the lookout for small signs of aggression. If caught early on, there is time to correct these behaviors.
This is an essential skill for managers to have, especially when dealing with difficult employees. This will involve listening and defining outcomes, among other things.
Here’s a glimpse of what having difficult conversations might involve:
Experts share insights on dealing with difficult employees – read more in the article.
Confidence comes with time and practice, but new managers also need leadership training when stepping into that role. Sessions in confident leadership might cover:
Training can come in classroom-type lessons or ongoing mentorship with your organization’s well-respected leaders.
These are just a few examples; there are many others to complete a team leader’s toolkit.
When choosing classroom-type sessions, remember to include simulations or role plays. Include feedback sessions from trainers and peers. Confronting a hostile employee won’t be easy, and this is the best way for managers and team leaders to develop that muscle.
Managers and team leaders must prioritize open communication in their work, especially when dealing with hostile employees.
Open communication builds trust and creates a foundation for honest conversations. These conversations help uncover the root cause of the employee’s aggression—whether it’s personal stress, workplace conflict, or unmet expectations.
Effective communication requires a balance of honesty, empathy, and compassion. Leaders should also be prepared to offer constructive feedback and set clear boundaries when needed.
We’ve covered quite a bit in this guide on how to handle a hostile employee. If we had to summarize it in three points, it would be:
Act quickly. The moment you spot hostile behavior, nip it in the bud. If you delay, that negative behavior will spread. Act now.
Build the required skills. Develop capability among your managers by setting up learning programs. Review your employee handbook and company values document. Update these and share widely.
Listen and speak with intention. Hear what your erring employee has to say. Be open and honest in discussing ways forward.
Finally, the most important point: be brave. Confronting a hostile employee isn’t easy for anyone, but it must be done. Your organization and employees will thank you for it.
Did any of the tips we shared on how to handle a hostile employee resonate with you? Let us know in the comments below
