Managing the Unmanageable: When One Employee Drains the Entire Team

If you run a small business, you know how challenging it can be when you’ve got that one employee who takes up more time and energy than everyone else. Maybe they’re not openly breaking the rules, but their attitude drags down morale, disrupts your team, and eats into your productivity.

These employees, often “culture disruptors”, might show up as chronic complainers, passive-aggressive communicators, or those who always resist feedback and teamwork. Even if their behavior isn’t dramatic, the effect can quietly poison your workplace, sometimes making your best team members want to leave.

What can you do if you don’t have an HR department to manage these situations for you?

Focus on the Behavior

Start by identifying the specific behavior, not labeling the person. Does their negativity slow down workflow? Are they lowering morale or making others consider quitting? It’s important to tell the difference between someone struggling to keep up (a performance issue) and someone choosing not to engage constructively (a behavior issue). This helps you decide what action to take.

Use Simple, Structured Conversations

You don’t need HR jargon or complicated policies. Just follow these basic steps:

• Write Down Examples: Make a quick note of specific times you’ve seen the problem behavior.

• Talk Privately: Have a one-on-one conversation, away from other staff.

• Be Clear & Specific: Explain what you’ve noticed and how it impacts the rest of the team or business.

• Listen to Their Side: Sometimes, small business life is stressful for everyone. Give them space to share their view.

• Set Expectations: Spell out what needs to change and how you’ll measure progress.

• Follow Up: Check in after a set period. Hold them accountable for making real changes.

Know When to Let Go

Not every employee will turn things around, and if you’ve tried everything with no improvement, it may be time to say goodbye. Letting one bad apple linger can drive away your best people and send the message that bad behavior is acceptable. Handle any termination carefully, consult with Infinium HR or a local HR consultant or employment attorney if possible, or review your local labor laws to protect yourself.

Protect Your Team and Culture

Tolerating disruptive behavior isn’t just a headache for you, it hurts everyone. Your business depends on teamwork and trust. By acting decisively and fairly, you show your employees that you value a healthy workplace and that good behavior matters.

Managing difficult employees can be uncomfortable, but it’s a necessary part of protecting your business. With a clear approach and a little courage, you’ll foster a stronger, more loyal team and make your small business a place where people actually want to work.

Infinium HR is always available to help managers and business owners properly handle difficult situations like this. Don't hesitate to contact the HR team at Infinium HR!