How to deal with toxic employees

Toxic employees exist in every workplace and tend to exhibit similar disruptive behaviours that you may have unfortunately witnessed or been subjected to in your professional life. They complain, exude lethargy, spread gossip, sometimes intimidate and exclude others, resist change, dismiss new ideas, and generally give off a negative vibe.

It’s a widely studied topic. Dylan Minor, an assistant professor at the Kellogg School of Management in the US and a specialist in the subject, defines toxic employees as those who not only emanate negativity but also spread their behaviour to others.

Christine Porath, the author of Mastering Civility: A Manifesto for the Workplace, suggests that toxic employees have a tendency to de-energise, frustrate, or put down their teammates.

Experts agree that toxic employees contribute to reduced productivity, engagement, risk-taking, and creativity. This is why employers should work to eliminate toxic behaviour, but how?

In this article, we outline some of the most common types of toxic employees and practical strategies that HR teams and people managers can use to deal with them effectively.

The complainer

This type of co-worker is easy to recognise because, as suggested by the name, they are always complaining: the office is too hot or too cold, they haven’t received a pay rise in ages, they dislike management, the list goes on. They are never satisfied, and unchecked, the complainer can dent team morale.

How to manage The Complainer

The key to handling a complainer is to strike a balance between acknowledging their concerns and preventing them from draining team morale. First, listen, sometimes, a complainer just wants to be heard.

However, don’t let their negativity dominate conversations. Encourage them to focus on solutions rather than problems by asking, “What do you think could improve this situation?” This subtly shifts the responsibility onto them rather than allowing them to dwell on grievances. One expert describes this as attempting to switch on the complainer’s self-awareness button, which may lead them toward their own introspective path to change.

If their complaints are valid, take appropriate action. However, if they are simply moaning for the sake of it, set clear boundaries. Let them know that while feedback is welcome, constant negativity isn’t productive.

In team meetings, steer discussions towards positive developments and practical outcomes to keep morale high.

Use getaway phrases

As a coworker who finds themselves on the receiving end of a barrage of complaints, equip yourself with a bank of getaway phrases, such as “I have a call I need to jump on” or “I need to get back to this deadline” to extricate yourself from the unpleasant situation.

The gossiper

After the complainer, this is perhaps the next most well-known type of toxic employee. They spread lies, misinformation, and half-truths, distracting people from work, destroying focus, and creating divisive in-groups (who have the knowledge) and out-groups.

How to manage The Gossiper

Dealing with a gossiper requires a firm but tactful approach. Start by refusing to engage; if they try to pull you into a conversation filled with speculation or negativity, redirect the discussion to work-related matters or risk getting sucked in. It seems simplistic, but from a cursory glance at articles on this topic, this was one of the more commonly referenced strategies.

Gossip thrives in a closeted, secretive work environment where gossipers gain kudos for being “in the know.” So, by fostering a culture of open dialogue and constructive feedback, where employees feel comfortable speaking their minds and asking management direct questions, you can suppress the rumour mill.

Publicly fact-checking gossip can also be effective. Listing workplace rumours on a shared board and presenting the actual underlying facts can be a powerful way to eliminate misinformation.

The resister of change

Employees who resist change are easy to spot; they obstruct new initiatives, dismiss new ideas, and prefer to keep things as they are. However, in a constantly evolving world, successful organisations must be agile and ready to adapt. Resistance to change can undermine an organisation’s ability to pivot and react effectively.

How to manage The Resister of Change

Start by understanding their concerns; resistance often stems from fear of the unknown or a lack of confidence in new processes. Take the time to explain why change is necessary, how it benefits both the company and employees, and address any misconceptions they might have.

Engagement is key. Involve the resister in the change process where possible, giving them a sense of ownership rather than making them feel that change is being imposed upon them. Highlight past successful transitions to reassure them that change leads to positive outcomes.

The actively disengaged

Actively disengaged employees exhibit many of the behaviours mentioned above and tend to do the bare minimum to avoid getting fired.

How to manage The Actively Disengaged

This type of behaviour is highly demotivating for those around them and is one of the most toxic workplace traits. It cannot be allowed to continue. You can address the issue through close performance management and setting corrective SMART goals to bring their performance back up to standard. Implement periodic reviews to track progress. If there isn’t sufficient improvement, disciplinary measures may need to be invoked.

The bully

This is perhaps one of the most damaging toxic employee types. Workplace bullies use aggressive and passive-aggressive tactics to intimidate and assert control over colleagues.

How to manage The Bully

Develop a clear anti-harassment or anti-bullying policy that provides specific examples of unacceptable behaviour. Creating awareness around what constitutes bullying will lead to a reduction in incidents, as will establishing a clear link between bullying behaviours and disciplinary consequences.

Toxic employees can have a significant impact on workplace culture, team morale, and overall productivity. While it’s unrealistic to expect every employee to be perfectly aligned with company values at all times, it is essential to address toxic behaviour before it spreads.

By setting clear expectations, fostering open communication, and actively managing disruptive behaviours, businesses can create an environment where collaboration and positivity thrive.