Managing employee behavior is a key part of an HR professional’s role. At times, challenges such as insubordination may pop up and disrupt team dynamics and performance. Understanding what insubordination is and knowing how to handle it can help a company maintain a productive and respectful workplace.
What is Insubordination?
Insubordination occurs when an employee willfully disobeys a reasonable directive from a superior. It’s more than simply disagreeing with a manager — it involves a clear refusal to follow instructions. Common examples include:
- Refusing to complete assigned tasks
- Disrespecting a supervisor or speaking inappropriately
- Ignoring company policies or procedures despite warnings
While occasional disagreements or misunderstandings are normal, repeated or blatant insubordination is a more serious issue that can negatively impact team morale and productivity.
Why Does Insubordination Matter?
Insubordination can have a ripple effect on the entire team. When one employee openly disrespects authority or refuses to follow instructions, it sets a negative example for others. Left unchecked, this behavior can erode trust in leadership, create resentment among coworkers, and contribute to a toxic work environment.
It’s also important to recognize that insubordination not only affects day-to-day operations but can also reflect a deeper problem, such as poor communication or misalignment of values. Identifying these root causes can help prevent similar issues in the future.
Addressing Insubordination
Handling insubordination requires a balance between maintaining authority and understanding the employee’s perspective. Here are some ways to address the situation effectively:
- Stay Calm and Professional
When confronted with insubordination, it’s important to remain composed. Reacting emotionally or defensively can escalate the situation. Approach the issue with a level head and maintain professionalism. - Clarify Expectations
Ensure that your expectations and instructions were clear from the beginning. Sometimes, insubordination stems from miscommunication or misunderstandings. A calm discussion can clarify whether the employee understood their task and refused or if there was confusion. - Document the Incident
Keep detailed records of the insubordinate behavior, including dates, specific actions, and any prior warnings or conversations. You can document this information in an insubordination letter, which can be discussed with the employee. - Investigate the Cause
In some cases, insubordination can result from deeper issues like dissatisfaction with leadership, workplace stress, or personal challenges. While it doesn’t excuse the behavior, understanding the root cause may help you find a resolution. - Address the Behavior, Not the Person
Focus on the employee’s actions rather than making personal attacks. Explain how their refusal to follow instructions impacts the team and the organization, and give them an opportunity to correct their behavior. - Take Disciplinary Action if Needed
If the behavior continues, follow your company’s disciplinary procedures, which may include written warnings, suspension, or termination in extreme cases. Consistent, fair enforcement of policies helps maintain respect and order within the workplace
Preventing Insubordination
Preventing insubordination begins with setting a clear tone of respect and collaboration from the start. Here’s how you can reduce the likelihood of it happening in the future:
- Clear Communication: Ensure that all team members understand their roles, responsibilities, and the consequences of failing to follow instructions.
- Open Dialogue: Encourage employees to voice their concerns or disagreements respectfully. Fostering an environment where feedback is welcomed can help prevent insubordination from developing.
- Regular Check-Ins: Hold regular one-on-one meetings to discuss progress, concerns, and any challenges employees may be facing. Using a performance management tool is a great way to monitor an employee’s performance.
