Managing people effectively is not easy. Even the best leaders have their moments and slip up sometimes. When this happens, it can create HR headaches, disrupt productivity, and impact employee morale. This can happen due to a lack of clear or timely communication, by avoiding tough conversations, or by mishandling performance issues. Whatever the triggering cause, these mistakes can lead to frustrated teams, under-performance, increased turnover, and sometimes even compliance risk.
The good news? Many of these pitfalls and impacts are preventable. With awareness and the right approach, managers can create a positive, productive work environment while avoiding unnecessary tension (and HR drama). We will cover some of the most common mistakes managers make, why these happen, and how you can help prevent them. Whether you’re new to leadership or have been managing teams for years, these insights will help you build stronger relationships, keep employees engaged, and make HR’s job a whole lot easier.
A Few Common Mistakes Managers Make (and How to Fix Them):
1. Keeping Poor Records or No Records at All
Sloppy paperwork can cause major problems for both managers and HR. Missing signatures on employment contracts, incorrect dates on official documents, or poorly written agreements can all lead to legal and compliance issues. A forgotten signature on a new hire’s contract, for example, can cause disputes over job terms later. Similarly, backdating a promotion letter or failing to document disciplinary actions properly can create confusion and liability. If contracts don’t align with ESA regulations or important agreements are never put in writing, the company risks legal challenges and operational headaches.
The Fix: Follow established company guidelines for documentation and maintain accurate employee records from day one. Ensure that all employment contracts, policy acknowledgements, and other essential documents are properly signed and dated. Double-check that contract language aligns with ESA requirements to prevent misunderstandings. Keep a well-organized record of employee documentation, and don’t overlook small details—what seems minor now could become a major issue later. Audit regularly to ensure nothing has slipped through the cracks, and if something has gone unsigned, fix it. On time is best, but better late than never.
2. Failing to Document Performance Issues
Many managers assume a verbal warning is enough, avoiding written records by cutting corners or in the hope that issues will resolve themselves. However, when performance doesn’t improve and termination becomes necessary, the lack of documentation can lead to disputes or wrongful termination claims. Without a clear record, the company may struggle to justify its decision.
The Fix: To protect both the company and the employee, managers should consistently document performance discussions. A simple follow-up email summarizing key points and expectations can be invaluable. Setting clear improvement plans and keeping track of progress helps everyone stay on the same page. It keeps things fair, holds employees accountable, and minimizes disputes and the risk of potential legal headaches down the road.
3. Ignoring Policy Violations
Letting policy violations slide – whether it’s attendance issues, excessive breaks, or more serious concerns like harassment or safety violations: can quickly spiral into a bigger problem. If HR only hears about an issue when it’s already a legal or compliance violation, it’s often because a manager ignored it for too long.
For example, a manager notices some employees frequently leaving early, skipping lunch, or taking extra breaks beyond what’s allowed. He assumes the employee is just managing their time differently and therefore he doesn’t step in. Over time, others follow suit, leading to coverage gaps and frustration among employees who follow the rules. Eventually, tensions build and a more disciplined but now disgruntled employee files a complaint about favouritism, creating the risk of grievances and compliance issues.
The Fix: Don’t wait for small issues to become big problems. Set clear expectations upfront and remind employees of policies when needed. If someone isn’t following the rules, address it early – document the conversation and give them a chance to correct their behaviour. If the issue continues, escalate appropriately.
4. Lack of Performance Feedback
When employees don’t receive regular feedback, they’re left guessing about their performance. This can lead to low morale, disengagement, and preventable mistakes.
For example, a manager notices an employee struggling but doesn’t address it. Mistakes continue, colleagues pick up the slack, and frustration builds. The employee, sensing leadership disinterest or feeling unsupported, loses confidence or disengages. By the time the manager does or says something, morale has already taken a hit. Eventually, HR needs to also get involved, and everyone is dealing with performance management issues that may have been avoided with early feedback.
The Fix: Feedback should be ongoing, not just during reviews. Regular check-ins, clear expectations, and constructive guidance help employees stay engaged and increase the likelihood of improvement. Address struggles early, offer support or training, and recognize strengths to keep motivation high. Be consistent and thorough. Reviews should be regular, detailed, and aligned with documented expectations throughout the year.
5. Not Consulting HR When Needed
One of the common mistakes managers make is handling HR-sensitive issues on their own and without seeking assistance. Whether it’s addressing performance concerns, managing workplace conflicts, handling medical leave requests, or making promises that go against company policy, acting without HR guidance can result in poor decisions, and in extreme cases can create legal and compliance risks.
The Fix: Treat HR as a partner. If an issue involves performance, conflict, policies, employee rights, or legal compliance, involve HR early to ensure the best approach.
Managing people effectively isn’t just about avoiding HR pitfalls, it’s about creating a work environment where employees feel supported, valued, and motivated to succeed. By staying proactive, documenting key conversations, and addressing issues early, managers can prevent smaller issues from turning into major problems.
Clear communication, consistent feedback, and fair enforcement of policies go a long way in building trust and keeping teams engaged. And when in doubt, lean on HR as a partner rather than an emergency last resort.
If you need guidance to help managers navigate these challenges effectively, Bridge Legal & HR Solutions is here to assist. Contact us at (647) 794-5442 or email us at admin@bridgelegalhr.ca to ensure your team is set up for success.
