We’ve all been there—staring at a pile of shared work that mysteriously never seems to get any smaller because one person on the team just isn’t pulling their weight. Whether it’s the colleague who spends more time scrolling through social media than contributing to projects, or the one who always has an excuse for missing deadlines, dealing with an unproductive co-worker can be frustrating, and it can seriously impact your own productivity. But before you let your resentment bubble over, it’s worth considering a strategic approach that helps both you and your team.
1. Empathize First: There Might Be More Going On
While it’s easy to jump to conclusions and assume that your colleague is just lazy, consider that there may be underlying issues affecting their productivity. Maybe they’re dealing with personal problems, health issues, or even confusion about their role or expectations. Approaching the situation with empathy rather than annoyance can be a game changer. You might discover they need a little guidance, mentorship, or even just a sympathetic ear.
Before taking any action, take a step back and put yourself in their shoes. If you feel comfortable, consider having a private chat with them, expressing concern for how they’re doing, rather than going straight into complaints about work.
2. Lead By Example
One of the most effective ways to address an unproductive colleague is to be a shining example of productivity yourself. People often model their behavior after the people around them. If your co-worker sees you staying organized, hitting deadlines, and maintaining a positive attitude, they might be encouraged to step up their game.
You can also include them in your workflow without being pushy. For instance, share your daily to-do list, invite them to brainstorm or collaborate, or simply ask if they need help getting started on a particular task. Sometimes, productivity is contagious, and your proactive approach could inspire them.
3. Clarify Roles and Responsibilities
One common reason for unproductivity is unclear expectations. If roles and responsibilities aren’t properly defined, people can easily feel overwhelmed or, on the other end of the spectrum, become complacent because they don’t fully understand what’s expected of them.
If it’s within your power, try to get clarity on who is responsible for what. This might mean having a meeting with your supervisor or with the whole team to clearly define each member’s tasks and deadlines. Once everyone knows what they are accountable for, it becomes much easier to point out when someone isn’t holding up their end of the bargain.
4. Have a Direct but Supportive Conversation
If the unproductivity persists, it may be time for a candid conversation. This can be tricky territory—no one likes confrontation, and it’s easy for these kinds of talks to go south quickly. However, a well-planned, respectful conversation can yield positive results.
Approach your colleague with a focus on collaboration. Use “I” statements to avoid sounding accusatory. For example, say, “I’ve noticed some of our deadlines are slipping, and I feel overwhelmed trying to meet them. How can we work together to improve this?” This way, you’re opening the door to a productive conversation rather than a defensive argument.
5. Involve Management When Necessary
If all else fails and the co-worker’s behavior is severely impacting the team, it may be time to bring management into the picture. Before doing this, document specific instances of unproductivity so you can present facts rather than vague complaints. Try to frame the discussion in terms of how the unproductivity affects the team and its goals, rather than making it personal.
Most managers want their teams to function efficiently, and they’ll appreciate it if you bring the issue to their attention constructively. It’s important not to use this step as a threat or retaliation, but as a last resort when all other efforts have failed.
6. Protect Your Own Productivity and Well-Being
Dealing with an unproductive co-worker can be incredibly draining, especially if you’re constantly picking up the slack. Remember, you can’t control someone else’s work habits—only your own. Set boundaries to ensure that their lack of productivity doesn’t derail your workflow or negatively impact your mental health.
Learn to say no when you’re being asked to take on tasks that aren’t yours, and make sure your contributions are visible to your supervisor so that you’re not unfairly associated with the inefficiency of the team. Protecting your own well-being is just as important as helping your team succeed.
Final Thoughts
Dealing with an unproductive co-worker can feel like a delicate balancing act. It’s natural to feel frustrated, but jumping straight to blame will rarely solve the problem. Instead, empathy, clarity, and direct communication are often the most effective tools for handling the situation constructively.
At the end of the day, the goal is to foster a team dynamic where everyone is motivated and productive, and that starts with setting the right example and opening up lines of communication. If you stay calm, patient, and proactive, you’re much more likely to find a solution that works for everyone involved.