How to Handle an Insubordinate Employee with Confidence and Clarity

When an insubordinate employee challenges leadership and disrupts team dynamics, it’s important to address the behavior with a clear and confident response. These situations are often complex and can stem from frustration or unclear expectations, or it could reflect deeper issues with the individual or your workplace culture.

No matter the reason, issues with an insubordinate employee can escalate quickly and disrupt workplace harmony and productivity – so responding professionally and promptly is vital.

Below are some tips and suggestions to help you effectively navigate these challenges and build a culture of accountability.

Establish and Communicate a Clear Chain of Command

A respectful workplace is built on a foundation of mutual understanding and clear expectations. By establishing and communicating a defined chain of command, you can reduce confusion about roles and reporting lines, and you can proactively minimize situations that might lead to insubordinate employee behavior.

To establish an effective chain of command:

• Outline and maintain job descriptions, responsibilities, and reporting lines for each position.
• Explain roles and responsibilities and provide specific instructions on how to complete tasks.
• Reinforce who has the authority to make decisions and who can approve and/or delegate tasks.
• Make sure employees are aware of the appropriate channels to escalate concerns.
• Lead by example. Adhere to company policies and be a leader your employees can trust – someone they feel comfortable going to with any issues or concerns.

When employees understand their role within the organization and respect their leaders, they’re more likely to collaborate and less likely to act out.

Set and Enforce Rules and Expectations for Employee Behavior

When expectations are unclear or rules are applied inconsistently, workplace conflicts and challenges to authority can emerge. This real or perceived inequity can drive individuals to test limits or ignore established norms.

Consider the following to avoid insubordination:

• Clearly communicate attendance, dress code, and conduct policies.
• Reinforce the importance of respecting authority and company processes.
• Provide documentation for all employees to reference when questions arise.
• Make sure managers apply rules consistently across the team, including dress codes, breaks, etc.

Enforcing expectations fairly shows your team that accountability matters at every level of the organization. Addressing issues promptly also helps prevent more serious misconduct – such as an employee acting like a manager or overstepping their role without proper authority.

Foster Open Communication to Minimize Conflict

Some employees may act out – not from defiance, but from frustration or a feeling that their concerns aren’t being heard. Encouraging open dialogue can reduce the likelihood of insubordinate employee behavior by helping team members feel acknowledged and respected.

To create a culture of respect and open communication:

• Schedule regular one-on-one meetings to check in with employees on workload, morale, and engagement.
• Give employees opportunities to share feedback during team meetings or anonymous surveys and take steps to address their concerns.
• Encourage a collaborative, not combative, approach to problem solving.
• Establish an open line of communication between employees and managers while maintaining transparency and responsiveness.

How to Handle a Disgruntled Employee Who’s Acting Out

A disgruntled employee may act out as a form of resistance or protest. If left unchecked, the situation can quickly escalate, especially if you’re dealing with employees who want to run the show or an employee who is more regularly challenging authority. Proactive communication and thoughtful intervention are key to turning a negative situation around before it causes lasting damage to your team culture.

Address Issues Promptly and Professionally

Address disruptive or insubordinate employee behavior as soon as it happens. Avoiding the issue can lead to misunderstandings, resentment, or repeated violations.

Immediately following a conflict with an employee, consider scheduling a private conversation to:

• Clearly describe the concerning behavior
• Explain how it impacts the team or organization
• Set expectations for improvement and outline the next steps
• Document the discussion and any formal warnings

Steps to Uncover and Address the Root Cause

Understanding why an employee is acting out can help you correct the behavior while preserving workplace harmony. Below are some common triggers for negative behavior and how to address the root cause:

After the conversation, make it a point to regularly check in with your employee to assess their progress. Monitoring their behavior will help you determine whether the issue has been resolved or needs further action.

A thoughtful approach can help you resolve tensions, prevent turnover, and even turn a disgruntled employee into a more engaged one.

Correcting Insubordinate Behavior: From Coaching to Progressive Disciplinary Action

Most cases of insubordinate employee behavior can be corrected through coaching, conversation, and consistent leadership. But when the behavior persists—or becomes more disruptive—it may be time to escalate your response.

A common and effective approach is to take progressive disciplinary action. This typically includes:

• Verbal warning: A private conversation that outlines the behavior, why it's problematic, and what needs to change moving forward.
• Written warning: This is a formal document that records the issue and expectations for improvement. Both the employee and manager should sign it to acknowledge the discussion.
• Performance improvement plan (PIP): A structured, time-bound plan that outlines specific goals, timelines, and support systems to help employees correct their behavior.

If these steps fail to produce the necessary change, or if the employee continues to violate company policy, create legal risk, or undermine team safety or morale, termination may be necessary. In such cases:

• Ensure all disciplinary documentation is thorough, consistent, and compliant with company policies and labor laws.
• Consult with HR or legal counsel before proceeding to minimize risk.
• Conduct the termination meeting professionally and respectfully, focusing on company policy and documented behavior, not personal judgments.

While termination is never easy, it is sometimes necessary to protect the health of your team and uphold organizational standards.

Creating a Culture That Discourages Insubordination

Understanding how to deal with an insubordinate employee is about more than just enforcing rules. It’s about setting a tone for your entire organization—one of mutual respect, consistent leadership, and shared responsibility.

By establishing the right structures and addressing concerns early, you can foster a stronger, more unified team while protecting your business from the risks of unresolved conflict.