HubSpot Guide to Underperforming Employees

Managing underperforming employees can feel uncomfortable, but a structured, compassionate approach inspired by HubSpot practices helps you protect your culture, support your people, and keep results on track.

This guide walks you through how to recognize underperformance, diagnose the root cause, coach effectively, and decide what to do when improvement does not happen.

What Is an Underperforming Employee in HubSpot-Style Management?

In a modern, human-centric system like HubSpot’s, underperformance is not just about missing numbers. It is a consistent gap between expectations and actual outcomes, behaviors, or both.

You may see underperformance in several areas:

• Quality of work is regularly below standard.
• Deadlines are missed without clear communication.
• Collaboration issues affect team progress.
• Attitude or behavior clashes with company values.

Before labeling someone as an underperformer, confirm that expectations were clearly defined, documented, and communicated.

Common Signs of Underperformance

Use these signals, adapted from practices similar to those used at HubSpot, to identify when an employee might be struggling:

• Consistent failure to achieve agreed-upon goals or KPIs.
• Frequent errors that slow the team down.
• Needing constant hand-holding on routine tasks.
• Resistance to feedback or coaching.
• Negative impact on morale or team dynamics.

Seeing one sign in isolation does not confirm underperformance. Look for repeated patterns over time.

Step-by-Step HubSpot-Inspired Process to Address Underperformance

A structured process makes conversations fair, transparent, and easier to manage. The stages below reflect a people-first approach similar to what a company like HubSpot would encourage.

1. Clarify Expectations and Role Outcomes

Start by reviewing what success looks like in the role.

• Document core responsibilities and measurable outcomes.
• Confirm the employee has access to tools, training, and resources.
• Check whether priorities have shifted without being updated in writing.

Sometimes, what looks like underperformance is actually an unclear role or moving goalposts.

2. Gather Evidence and Context

Before any performance discussion, collect objective data:

• Recent performance metrics and work samples.
• Feedback from peers or cross-functional partners.
• History of prior feedback and one-on-one notes.

This mirrors a HubSpot-style data-informed culture, where facts drive the conversation, not assumptions or office gossip.

3. Have a Direct, Human Conversation

Schedule a private meeting and share concerns calmly and clearly.

1. Describe specific examples of the gap between expectations and results.
2. Explain the impact on the team, customers, or business.
3. Invite the employee to share their perspective and obstacles.

Ask open questions such as:

• “What feels hardest about your current workload?”
• “Which expectations are unclear or unrealistic?”
• “What support or training would help you do your best work?”

The goal is mutual understanding, not blame.

4. Diagnose the Root Cause

As emphasized in the original HubSpot article, not all underperformance is the same. Common root causes include:

• Skill gap: They have the right attitude but lack certain abilities.
• Will gap: They have the skills but not the motivation or engagement.
• Misalignment: The role no longer fits their strengths or career goals.
• Personal issues: Health, family, or financial stress impacting work.
• Organizational problems: Poor processes, overwhelming workload, or unclear leadership.

Your response should match the true cause, not just the visible symptoms.

5. Build a Collaborative Improvement Plan

Next, create a clear, time-bound plan for improvement. A HubSpot-like approach emphasizes partnership and ownership.

Include:

• Specific goals: What success looks like, with measurable outcomes.
• Timeline: When progress will be reviewed (for example, 30, 60, 90 days).
• Support: Training, mentoring, tools, or process changes.
• Check-ins: Regular one-on-ones to review progress and adjust.

Document the plan and share it with the employee so expectations are transparent.

6. Coach, Support, and Follow Through

During the improvement period:

• Give timely, specific feedback after key tasks or projects.
• Recognize small wins and improvements.
• Address backsliding quickly instead of waiting for review dates.
• Update the plan if priorities or context change.

This steady coaching cadence echoes how high-performing teams at companies like HubSpot sustain performance over time.

7. Decide: Redeploy, Retain, or Let Go

If the employee meets the plan’s goals, close the formal process and return to normal performance management, while continuing regular feedback.

If there is partial improvement, consider:

• Extending the plan with revised goals.
• Redesigning the role to better fit their strengths.
• Exploring internal transfers to a more suitable position.

If performance does not improve despite clear expectations, support, and time, you may need to move toward termination. A fair, well-documented process protects the company, the team, and the employee’s dignity.

HubSpot-Aligned Best Practices for Managers

To reduce the number of underperforming employees long term, embed these practices into your management style.

Set Clear, Written Expectations from Day One

Define what great performance looks like:

• Role descriptions linked to team and company goals.
• SMART goals for the quarter or half-year.
• Behavioral expectations tied to company values.

Review these documents regularly so they stay current as priorities shift.

Invest in Ongoing Feedback and Coaching

High-feedback cultures, such as those modeled by organizations like HubSpot, rely on frequent conversations, not just annual reviews.

• Hold consistent one-on-ones focused on growth, not only status updates.
• Provide real-time feedback after key meetings or deliverables.
• Encourage peer feedback to catch issues early.

Create Psychological Safety

Employees are more likely to surface problems before they turn into underperformance when they feel safe.

• Normalize asking for help and clarifying expectations.
• Respond to mistakes with curiosity first, not punishment.
• Thank people for raising risks or concerns.

Using HubSpot Resources and Additional Support

You can deepen your understanding of this topic by reviewing the original HubSpot article on managing underperforming employees. It offers scripts, examples, and more detail on coaching techniques. Read it here: HubSpot underperforming employees guide.

For broader support with performance systems, automation, and operations strategy, you can also explore consulting partners such as Consultevo, which help teams align tools and processes with people-first management.

Conclusion: A HubSpot-Style, Human Approach

Managing underperforming employees is not about quick firings; it is about clarity, coaching, and accountability. By applying a HubSpot-inspired framework—clarifying expectations, diagnosing root causes, building collaborative plans, and following through consistently—you can improve results while treating people fairly and respectfully.

Over time, this approach strengthens trust, culture, and performance across your entire organization.

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