{"id":3512,"date":"2016-07-22T01:47:27","date_gmt":"2016-07-22T05:47:27","guid":{"rendered":"http:\/\/www.managementcenter.org\/?post_type=article&#038;p=3512"},"modified":"2025-08-28T21:08:08","modified_gmt":"2025-08-28T21:08:08","slug":"how-to-coach-a-disorganized-staff-member","status":"publish","type":"resources","link":"https:\/\/www.managementcenter.org\/resources\/how-to-coach-a-disorganized-staff-member\/","title":{"rendered":"How to Coach a Disorganized Staff Member"},"content":{"rendered":"\n<p>A reader sent us this question: <em>\u201cI manage a department head who\u2019s fantastic at the core responsibilities of her work\u2014she\u2019s really talented at what she does and has helped us get great results in her area. She\u2019s also pretty disorganized\u2014doesn\u2019t always answer emails, even when it\u2019s important to get back to someone, and will sometimes let non-urgent tasks fall through the cracks. This is the one issue in an otherwise great performance. Help!\u201d<\/em><\/p>\n\n\n\n<p>Some roles require strong organization and attention to detail. For other roles, it\u2019s not a dealbreaker on its own even though it causes problems and frustration. As a manager, your first step is to distinguish the must-have skills and habits from the nice-to-have ones.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>In a case where being organized and detail-oriented is a core part of your staff member\u2019s role, you\u2019d want to approach the situation as a performance issue\u2014being honest and clear that you need to see significant and sustained improvement. You would start off the same way (with check-ins, feedback, and coaching), but you\u2019d want to be clear from the outset about your expectations and the arc of the performance improvement process. This arc could proceed to a <a href=\"https:\/\/www.managementcenter.org\/resources\/performance-improvement-plan-toolkit\/\" target=\"_blank\" rel=\"noopener\">performance improvement plan<\/a> and letting go if they don\u2019t meet core functions of the job.<\/li>\n\n\n\n<li>In this case, your staff member is doing great at must-haves (core responsibilities), so what you need is a plan for coaching on team norms, and dialogue to identify some strategies to either build this skill or mitigate its impacts. Coaching\u2014the ability to support and empower someone to achieve a goal or develop a skill\u2014is a key part of being a manager.<\/li>\n<\/ul>\n\n\n\n<p>For this disorganized department head, you\u2019ll want to give feedback, seek perspective, and make a plan that leads to the best results. Here\u2019s what we recommend.<\/p>\n\n\n\n<p class=\"has-medium-font-size\"><em><strong>Learn how to activate your team\u2019s full potential<\/strong> by enrolling in our <\/em><a href=\"https:\/\/www.managementcenter.org\/bundle\/?Course=Build%20Your%20Package&amp;Type=Component_Ace%20Performance%20Management&amp;templateid=136\" target=\"_blank\" rel=\"noreferrer noopener\">Ace Performance Management<\/a> <em>training package! Gain the confidence and strategies you need to develop your team\u2019s skills, distinguish growth areas from performance problems, give better feedback, and create great team culture. Grab your spot today!<\/em><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">1. Start by naming the issue and the impact it\u2019s having.<\/h3>\n\n\n\n<p>It might sound obvious, but simply articulating what you\u2019re seeing and why it concerns you can be powerful\u2014and that\u2019s especially true with strong performers, as they\u2019re typically highly conscientious. In this case, you might say, \u201cI\u2019d like to talk about your organizational systems. I\u2019ve heard from several activists and a fellow team head that they haven\u2019t received responses when they emailed you. They didn\u2019t raise this as a huge concern and when I probed more, they shared that they generally feel good about your work and communication with them. But, I\u2019m concerned that if this persists, it may make us look unresponsive and could lead to some downstream communication issues for our team. I want to be clear that, right now, I don\u2019t consider this a performance problem. You\u2019re doing a great job meeting job expectations. I consider this a valuable growth opportunity and I want to keep an eye on it. How are you feeling about your organization systems and the impacts I just described?\u201d<\/p>\n\n\n\n<p>Acknowledge any context that might be posing a special challenge, as well. For example: \u201cI know that you\u2019re juggling a high workload, which is all the more reason I want to make sure you have systems in place that will support you in tracking everything coming your way.\u201d<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">2. Ask questions.<\/h3>\n\n\n\n<p>Don\u2019t assume that you already know what\u2019s at the root of the problem. Instead ask, and listen with an open mind. For example, you might ask, \u201cWhat\u2019s your sense of what\u2019s getting in the way?\u201d or \u201cWhy do you think emails keep slipping through the cracks?\u201d At a minimum, this will help you get a better understanding of your staff member\u2019s perspective. Use our <a href=\"http:\/\/www.managementcenter.org\/resources\/giving-feedback\/\" target=\"_blank\" rel=\"noopener\">feedback worksheet<\/a> and our \u201cCSAW\u201d model (Connect, Share, Ask, Wrap-up) for help structuring the conversation.<\/p>\n\n\n\n<p>Seeking perspective is always important. You might learn things that surprise you\u2014for example, that your staff member incorrectly thought another department member was owning a particular task or that the two of you aren\u2019t aligned on how quickly activists should be getting responses and what rises to the level of \u201cimportant.\u201d Seize these moments to clarify team norms and add specificity to each level of your <a href=\"https:\/\/www.managementcenter.org\/resources\/assigning-responsibilities\/\" target=\"_blank\" rel=\"noopener\">MOCHA<\/a>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">3. Develop a plan.<\/h3>\n\n\n\n<p>You can invest in your staff member\u2019s success by rolling up your sleeves and building their skills, or you can make adaptations to mitigate the impact of their work style.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Roll up your sleeves and build their skills.<\/strong> An otherwise stellar employee can often turn a short-term investment of your time spent coaching into real changes. Ask your staff member to walk you through their existing organizational systems (if any!), and delve into what\u2019s breaking down when emails or tasks go unhandled. Some people who are disorganized struggle to spot the inefficiencies in their systems or to envision how they might set up a stronger system, so invest some time in coaching and problem-solving, just as you would with any other skill you wanted to build in someone. By spending time digging into their work habits, you might spot relatively easy ways to build better systems and habits. For example, if you learn that they keep email sitting in the inbox whether or not it\u2019s been dealt with, you could suggest they start using folders to organize messages and tags to highlight messages that require a response. You could also suggest adding a one-hour workblock to the calendar Tuesday and Thursday to answer emails or get to those languishing expense reports. The goal is to help them develop new habits and new systems.<\/li>\n\n\n\n<li><strong>Look for ways to mitigate the impact.<\/strong> Because your staff member is outstanding at the core work of their job, consider whether there are creative ways to mitigate the impact of the disorganization. This means adding new team norms and looking for win-wins. For example, your team might benefit from a regular 15-minute check-in to flag things that need immediate attention\u2014and verbally reinforce certain emails before they get lost in the inbox ocean. You could also leverage the strengths of your admin team to find a tech solution to automate reminders, help create a folder structure, or provide other support. You may even find this is something other staff would appreciate.<\/li>\n<\/ul>\n\n\n\n<p>Given your concern about the downstream impacts, we\u2019d suggest rolling up your sleeves with this staff member. Set up some time to review their systems, ask staff who have great systems to share examples your disorganized staff member might want to see in action, and offer them the training, tools, or habit-forming time they need.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Here&#8217;s our advice about coaching a disorganized staff member. (Note: you can apply these tips to coaching about other issues too!)<\/p>\n","protected":false},"author":14,"featured_media":10397,"template":"","meta":{"_acf_changed":false,"om_disable_all_campaigns":false,"footnotes":""},"tags":[],"resource_types":[48],"topic":[42],"collection":[],"class_list":["post-3512","resources","type-resources","status-publish","has-post-thumbnail","hentry","resource_types-article-publication","topic-performance-problems"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.0 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Coach a Disorganized Staff Member - The Management Center<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.managementcenter.org\/resources\/how-to-coach-a-disorganized-staff-member\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to Coach a Disorganized Staff Member - The Management Center\" \/>\n<meta property=\"og:description\" content=\"Here&#039;s our advice about coaching a disorganized staff member. 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