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If you’re feeling frustrated with your team, it could be a process problem. In this post inspired by the Team Performance episode from The Process Chat series, we’re focusing on what actually holds back team performance.
Spoiler alert: it’s not just a bad hire or a weak quarter, it usually runs deeper than that.
Start with Values, Not Job Descriptions
If your team isn’t performing well, the first place to look is your business values. Before you even think about hiring or updating policies, ask yourself: What do we stand for here?
Your values guide your expectations, how your team shows up, and how decisions are made. Without them, everything else—policies, processes, roles—becomes shaky.
The Difference Between Policies and Values
Policies are rules. Values are the reasons behind those rules.
Policies might say, “check in every morning by 9 AM.”
But the value behind that could be respecting each other’s time.
When these two don’t align, confusion creeps in. Your team may follow rules but still feel lost or disconnected. That disconnect can hurt performance more than you think.
Avoiding Conversations is Slowing You Down
Another issue I see a lot? No one’s talking.
Tough conversations bring clarity. If someone’s underperforming, confused, or creating tension, it needs to be addressed early and directly.
When I ran my agency, I learned this the hard way. I had systems in my head, but not on paper. So even with a great team, no one could fully support me.
Write It Down or It Doesn’t Exist
One of my favorite reminders:
If it’s not written down, it doesn’t exist.
Documentation isn’t just an HR thing, it’s documented evidence of how your business runs and exists.
If your team isn’t sure what to do, how to do it, or why they’re doing it, they’re not set up to succeed. The more documented and repeatable your processes are, the easier it is to delegate, train, and improve performance.
Start with what you’re doing now, not what you want to do someday. That way, you’re documenting reality and not fantasy.
Address the Toxic Stuff Too
Let’s be real: sometimes what’s holding back performance is a toxic team member or vague leadership. You can’t improve culture if people don’t feel safe or supported.
If something feels off, talk about it. If a process is broken, fix it. If someone doesn’t align with the culture, you may need to make a hard decision and let them go.
Systems Should Grow with Your Business
Processes aren’t one-and-done. If you’ve been growing, but haven’t updated how things are done, your systems might actually be hurting you.
Ask yourself:
- Are we still doing things the same way as we did 6 months ago?
- Is this process still working for our current size?
- Does everyone know how things are supposed to run?
If not, it’s time for a systems refresh.
Key Takeaways
Here’s what to check if your team’s performance is low:
- Values: Are they clear, shared, and lived out daily?
- Policies: Do they reflect those values and set healthy expectations?
- Processes: Are they documented, realistic, and updated as you grow?
- Conversations: Are you having the tough ones early and often?
When all of these are aligned, you’ll see your team show up with more clarity, confidence, and accountability.
Need help building a system your team can actually follow?
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