How to Handle a Negative Employee and Prevent Workplace Toxicity

How to Handle a Negative Employee and Prevent Workplace Toxicity

Ever hear the phrase: “One bad apple spoils the barrel?” A single negative employee can erode morale and productivity, setting the stage for a toxic work environment if left unchecked. Effectively managing negativity requires a targeted, compassionate, and proactive approach. Below, you’ll find a step-by-step guide on handling negative employees, complete with actionable templates for each phase. As a manager or an employee facing these issues with employees or coworkers, it can be extremely emotionally exhausting and frustrating.

Remember: “Be completely humble and gentle; be patient, bearing with one another in love.” (Ephesians 4:2, NIV)

1. Identify Signs of Negativity

Negativity in the workplace can appear as complaining, blaming, rumors/gossiping or resistance to change. Early recognition is crucial.

Understanding the Damages

• The Work Place Complainer -The phrase “misery likes company,” seems to be true with an employee or coworker who complains frequently. A chronic complainer can bring the morale down, it can make it difficult to have a team work setting, as other employees or coworkers may not want to partner up with this person for various projects, which reduces productivity.

• Blaming others -lack of accountability. It is very frustrating working with someone who chooses not to accept responsibility for their actions, reactions or if they make mistakes. In these situations, more often than not, the employee or coworker has underlining issues outside the work environment. This employee or coworker may be afraid of consequences, may not understand the differences between positive and negative criticism. It makes it difficult for team members to build trust with a team member who does not take responsibility or accountability, fearing they will be blamed for mistakes.

• Rumors/Gossiping- rumors and gossiping is usually a method to feel socially accepted, but are created due to the originator of the rumor wanting to gain some form of control, social acceptance, perhaps angry or jealous of the person they are creating the rumor against. Rumors and gossiping cause stress, which decreases the morale and productivity. When not controlled, it causes trust issues within the company structure, creating a toxic work environment.

• Resistance to Change/Non-adaptable employee - these types of employees may have a difficult time adapting to changes in the work structure or on projects, because they have the mentality of, “If its not broken, don’t fix it.”. This behavior typically is caused by the employee having a fear of the unknown, does not like a break in their routine, feels a loss of control, and may also feel they are not competent for the changes. These types of employees typically complain, which causes a negative impact with reduced morale and productivity.

Remember: “Do not repay evil with evil or insult with insult. On the contrary, repay evil with blessing, because to this you were called so that you may inherit a blessing.” (1 Peter 3:9, NIV)

2. Separate Facts from Feelings

Avoid reacting to rumors. Document specific incidents, dates, and impact on the team.

Remember: “Get rid of all bitterness, rage and anger, brawling and slander, along with every form of malice. Be kind and compassionate to one another, forgiving each other, just as in Christ God forgave you.” (Ephesians 4:31–32, NIV)

3. Prepare for a Constructive Conversation

Plan a private, respectful discussion with the employee. Gather your documented observations and be ready to actively listen.

Template: Conversation Outline

• Greet employee and set a positive tone.

• State the observed behaviors (reference your incident log).

• Share the impact on the team and work environment.

• Invite the employee to share their perspective.

• Ask open-ended questions:

• “Can you tell me how you’ve been feeling at work lately?”

• “What do you think is contributing to these challenges?”

4. Provide Clear, Specific Feedback

Communicate specific behaviors that need to change, not general attitudes. Set clear expectations for improvement.

Feedback Script

“I’ve noticed you’ve made several negative comments about team projects in meetings. This has affected team morale. Moving forward, I expect you to voice concerns constructively and respectfully.”

5. Develop an Action Plan Together

Collaboratively create a plan for improvement with milestones.

6. Monitor Progress and Provide Follow-up

Regularly check in with the employee and the broader team. Celebrate improvements, address relapses promptly.

7. Encourage a Positive Team Environment

Foster open communication, celebrate success, and reinforce a culture where negativity is addressed constructively.

Remember: “But I tell you, love your enemies and pray for those who persecute you.” (Matthew 5:44, NIV

Quick Tips:

• Recognize positive behaviors publicly (when appropriate).

• Offer consistent feedback to all team members.

• Promote team-building activities.

Conclusion

Dealing with negativity is challenging, but through clear documentation, open communication, and constructive support, you can help redirect the employee’s attitude and protect your team’s culture. Understand that even with the best efforts, some employees choose to have a negative mindset, which is out of your control. If your company offers mental health programs offer this to your employee.