In a perfect workplace, harmony would be the norm, and conflict a rarity. However, in reality, conflict is unavoidable, especially in professional settings where differing personalities and high-stakes projects can create tension. When these conflicts go unaddressed, they don’t just disrupt individual relationships; they can erode team morale and lower productivity across the board. Navigating these challenges becomes even more critical when tension arises between a manager and an employee, as mishandling such conflicts can escalate into serious HR issues or, in extreme cases, legal action. So, what can managers and business owners do to maintain respect and productivity when conflict arises?
Distinguishing Boundary-Setting from Insubordination
The first question a manager should ask is whether the behavior in question truly qualifies as insubordination. Sometimes, what appears to be defiance may actually be an employee asserting boundaries in a reasonable way. For instance, if an employee objects to a manager’s demand to be on-call every Saturday despite being hired for a traditional Monday-to-Friday role, this may not be insubordination. Repeated weekend demands, solely because the manager uses Saturdays to catch up, exceed the employee’s contracted responsibilities, making pushback reasonable and disciplinary action unwarranted.
Similarly, employees have the right to report harmful workplace conditions without facing retaliation. When someone speaks up about a toxic environment where offensive comments are tolerated, this is not grounds for reprimand, and any retaliation could lead to serious legal risks.
What Is Insubordination?
Insubordination occurs when an employee intentionally refuses to obey a legitimate, reasonable directive from a manager or supervisor, typically in a way that challenges authority and disrupts the workplace. This can include outright refusal to perform assigned tasks, disrespectful behavior toward supervisors, or actions that undermine a manager’s authority or the company’s policies.
For example, when a store manager asks a sales associate to unbox deliveries and check items into inventory—tasks that are part of the associate’s role—the employee refuses, heads to the backroom, and starts browsing their smartphone, telling the manager to find someone else for the job. This behavior is insubordinate, as the manager’s request is both reasonable and within the employee’s job description. In this situation, the manager is justified in reprimanding the employee and documenting the incident according to company policy.
In an office setting, another example of insubordination might involve an employee who openly refuses to complete a task assigned by their manager. For instance, if a project manager asks a team member to prepare a report by a specific deadline—a task within the employee’s role—and the employee responds with, “I don’t think this is necessary” this is a direct refusal of a reasonable request.
In this scenario, the manager’s request is legitimate and within the scope of the employee’s responsibilities, and the outright refusal disrupts workflow and disregards authority. This behavior qualifies as insubordination, as the employee is actively refusing to fulfill an assigned duty without a justified reason.
Insubordination Is Not Always Outright.
Sometimes, it manifests in subtle ways that can be just as disruptive as direct refusals, yet harder to identify. These behaviors often undermine authority indirectly, affecting team dynamics and productivity.
For instance, passive resistance—where an employee delays completing tasks without openly refusing—can impact workflow and show disregard for a manager’s instructions. Similarly, ignoring directives or following a different approach without prior discussion demonstrates a lack of respect for managerial guidance, even if the employee doesn’t voice open defiance.
Non-verbal cues, such as eye-rolling, dismissive gestures, or visible frustration when receiving instructions, are also subtle signs of insubordination. These actions may seem minor, but they communicate disrespect and can influence others’ perception of authority. Another example is selective compliance, where an employee chooses to complete certain tasks while ignoring others they find tedious or unnecessary, despite all being part of their responsibilities.
In some cases, insubordination manifests as undermining authority by questioning or criticizing a manager’s decisions in front of colleagues, subtly encouraging others to disregard instructions. Refusing communication—habitually ignoring emails, calls, or messages from a supervisor—is another indirect way an employee may resist authority, affecting productivity and collaboration.
While these behaviors may not involve explicit refusals, they reflect a lack of cooperation and respect. Addressing them promptly is crucial to maintaining a constructive, respectful workplace.
Why Handling Insubordination Matters
An insubordinate employee is more than just a nuisance; they can seriously harm a business—especially small businesses. From missing deadlines to spreading negativity like a virus, a disruptive employee can quickly erode efficiency, create a toxic environment that undermines morale, and eventually drive away high-performing employees who no longer want to work in such conditions.
Moreover, a single insubordinate employee can encourage similar behavior among others, particularly if their actions go unchecked. In extreme cases, an insubordinate employee who bullies colleagues can escalate matters to HR complaints or even client lawsuits if work is not completed according to the contracted scope and timeline.
Best Practices for Handling Insubordination
Once an employer or manager is confident that the criteria for insubordination have been established, handling it swiftly is critical to prevent the behavior from spiraling out of control. Consider the following tips to control the situation while adhering to HR best practices.
Understand Employee Rights
Just because an employee challenges authority doesn’t automatically make them insubordinate. Employees have rights, and the context of their pushback often determines how a manager should respond. Before filing an insubordination report, consult with HR to confirm that the behavior actually meets the criteria.
Create a Clear Insubordination Policy
If employees aren’t aware that insubordination isn’t tolerated, they may not recognize problematic behavior. Work with HR to establish a clear insubordination policy that defines what does and doesn’t qualify as insubordination. Cover this information thoroughly during onboarding so employees understand both expectations and consequences. Additionally, ensure managers and department leaders are trained on what qualifies as insubordination and the best practices for handling it.
Build Rapport with Staff
Preventing a toxic workplace begins with creating an environment where employees feel their opinions and concerns are valued. When employees don’t feel safe voicing issues, or if favoritism is evident, a toxic culture can develop. Clearly outline the types of behavior that count as insubordination—including non-verbal actions like eye-rolling or dismissive gestures—to maintain mutual respect in the workplace.
Be Proactive
Insubordination can sometimes be subtle, only surfacing when another employee brings it to a manager’s attention. However, if a manager is aware of disruptive behavior and no mitigating factors exist, it’s essential to address it promptly. Ignoring these actions can lead to a lack of control and potentially encourage further insubordination.
Investigate Thoroughly
Before confronting an employee, ensure the behavior in question truly qualifies as insubordination. Conduct a thorough investigation and avoid taking action based solely on hearsay or personal biases.
Document Everything
An insubordination accusation can easily become an HR legal issue. Document all instances of offensive behavior, along with any formal conversations and actions taken. Failing to do so could open the door for an insubordinate employee to claim a lack of due process, potentially leading to legal complications.
Be Respectful
Publicly reprimanding employees can backfire, potentially worsening insubordination. Instead, address issues privately. When appropriate, have an HR representative present to serve as a witness. Clearly explain the behavior that prompted the conversation and outline potential consequences if the behavior continues.
Be Consistent
Avoid favoritism by ensuring all employees are held to the same standards. Develop a clear, escalating approach to disciplinary actions related to insubordination, and apply it consistently across the board.
By following these best practices, managers can address insubordination effectively and maintain a respectful, productive workplace.
Don’t Let Insubordination Take Hold in Your Workplace
While insubordination can’t be entirely avoided, managers can take a proactive stance to prevent it from impacting productivity and workplace culture. By being consistent and providing clear guidance, managers can help everyone understand expectations and consequences.