You thought you were building a dream team.
You hired talented individuals, brought in team lunches, went to conferences, maybe took them out to blow off steam after busy days and ultimately created a welcoming work environment.
But now, you’re walking on eggshells around a staff member who’s consistently late, stirring up conflict, or just not pulling their weight. Sound familiar?
This scenario is all too common in medspas, where owners often prioritize empathy and generosity over confrontation. Many medspa owners are healthcare professionals first—not business-trained managers—and addressing problem employees can feel daunting. But avoiding the issue doesn’t make it go away. In fact, it often makes things worse.
In this post, we’ll explore a structured, science-backed approach to addressing problem employees while maintaining professionalism and empathy.
This three-step warning process is tailored for small medspas, where the formalities of corporate HR may not fully apply, but clear boundaries are essential.
The Cost of Avoiding Confrontation
What Happens When You Don’t Address the Problem:
- Team morale suffers. Other employees may feel resentful, questioning why they’re held to higher standards.
- Client satisfaction declines. Unresolved employee issues can ripple into customer interactions, potentially harming your reputation.
- Owner burnout increases. Constantly compensating for an underperforming team member drains your energy and focus.
The Science: Research published in the Journal of Organizational Behavior shows that unaddressed workplace issues lead to lower team cohesion, higher turnover rates, and diminished productivity.
Problem employees don’t just hurt your business—they affect your team’s ability to thrive.
The 3-Step Warning Process for Medspas
Many medspas lack a corporate HR structure, but that doesn’t mean you can’t enforce accountability. A straightforward warning process can help you address issues confidently and fairly.
Step 1: The Verbal Warning
- Why It Works: Behavioral reinforcement theory shows that clear, direct feedback is the first step in changing behavior. A verbal warning sets expectations and gives the employee a chance to course-correct.
- How-To:
Prepare specific examples of the issue. For instance,
“You’ve been late three times this week, which impacts our team’s ability to stay on schedule.”
State the broader impact:
“When appointments start late, it reflects poorly on our professionalism and puts extra stress on your colleagues.”
End with a clear expectation:
“Going forward, I need you to arrive on time for every shift.”
Pro Tip: Be firm but kind. Avoid apologizing for addressing the issue—it’s your role as a leader to set boundaries.
Step 2: The Written Warning
- Why It Works: Documentation creates accountability and signals that the issue is serious. It also protects your business if further action becomes necessary.
- How-To:
Write a formal document detailing the continued behavior and its impact. Example:
“Despite our conversation on [date], you have been late for two additional shifts this week.”
Outline the consequences of not improving:
“If this behavior continues, it may result in termination.”
Have the employee sign the warning as acknowledgment—not agreement—to ensure clarity.
Pro Tip: Provide support where applicable. For example, if an employee struggles with time management, offer resources or tools to help them improve.
Step 3: Termination
- Why It Works: Failing to act after repeated warnings undermines your authority and sends the wrong message to your team. Termination may be necessary to maintain a healthy work environment.
- How-To:
Be clear and concise. Example:
“We’ve given you two opportunities to address this issue, but we haven’t seen improvement. Today will be your last day with us.”
Avoid long justifications or debates. Stay professional and respectful, but firm.
Ensure a smooth exit process by having termination paperwork ready and collecting company property (e.g., uniforms, keys).
Pro Tip: If this step feels overwhelming, consider consulting a legal or HR professional to ensure compliance with local labor laws.
Balancing Empathy and Accountability
Medspa owners are often empathetic leaders, but unchecked empathy can lead to enabling problematic behavior. Here’s how to find balance:
- Reframe accountability: Holding employees accountable is an act of care—not just for your business but for the individual. Clear expectations give them the opportunity to grow.
- Set boundaries early: An employee handbook or onboarding manual is crucial for establishing professional expectations from day one.
- Recognize your limits: Generosity should enhance team morale, not create entitlement. When your efforts are not appreciated or reciprocated, it’s time to reassess.
Problem employees are a challenge, but avoiding the issue only magnifies it. By implementing a structured, science-backed process, you can address these situations effectively, maintain professionalism, and set your team up for success.
Remember, accountability isn’t the opposite of empathy—it’s an extension of it. When you set clear boundaries and expectations, you create an environment where your business and team can thrive.
Ready to take control of your medspa team dynamics? Download our free employee warning templates to get started today!
