Let’s face it—working with people isn’t always easy, and sometimes you end up stuck with coworkers who simply aren’t pulling their weight. It’s one thing to have a colleague who struggles occasionally, but when you’re dealing with incompetence on a regular basis, it becomes a real problem. You start feeling like you’re carrying someone else’s load, which is not only frustrating but can lead to burnout and resentment.
I’ve had my share of experiences with incompetent coworkers, and I’ve learned some strategies that can help you manage the situation. In this article, I’ll walk you through different ways to approach these kinds of colleagues while keeping your sanity intact.
Understand Why They’re Incompetent
Before jumping to conclusions, it’s worth trying to understand the reasons behind your coworker’s incompetence. Sometimes, people aren’t naturally bad at their jobs—they might lack the right training, be overwhelmed, or have personal issues that are affecting their work.
Ask yourself:
- Are they new and still learning the ropes?
- Are they overloaded with too many tasks?
- Are they simply in the wrong role for their skillset?
Once you figure out the reason, you can better assess how to move forward. If it’s a lack of training or resources, then maybe it’s something that can be fixed with a little extra support. If they’re in over their heads, then it might be time to speak up to management about redistributing work.
However, if the answer is just flat-out incompetence and laziness, then buckle up, because this article is going to help you figure out what to do next.
Set Boundaries Early On
One of the worst things you can do when dealing with an incompetent coworker is to take on their responsibilities. I’ve been there before—saying yes to help a colleague only for it to become a long-term expectation. Suddenly, you’re stuck doing their work while they coast along.
It’s tempting to step in and save the day, especially if you care about the success of the project. But it’s crucial to set boundaries. Be clear about what your role is and what their role should be. It’s fine to lend a hand occasionally, but it’s not your job to carry them through their entire workload.
Try something like, “I can help you this time, but moving forward, it’s important you get a handle on this task yourself.” It sets the expectation that you won’t always be there to pick up the slack.
Communicate Directly
One of the biggest mistakes I see is people venting to everyone except the person they’re having trouble with. Gossiping or complaining about your coworker behind their back might feel satisfying in the moment, but it won’t actually solve the problem. In fact, it can make the situation worse by fostering resentment.
Instead, have an honest conversation with them directly. Be tactful but clear. Say something like, “Hey, I’ve noticed you’ve been having some challenges with [specific task]. Do you need any help or resources to get up to speed?” Frame it in a way that shows you’re open to helping them improve, but also make it clear that their current level of performance is affecting you.
If you notice that they’re not taking your feedback seriously or don’t seem motivated to change, it might be time to take further action, but always try direct communication first.
Document Their Failures
I know, this sounds a bit harsh, but when incompetence is affecting your ability to get work done, documentation becomes essential. Keeping a record of your coworker’s repeated mistakes, missed deadlines, or lack of contribution can protect you if things escalate to the point where you need to involve management or HR.
It’s not about being spiteful—it’s about having facts on your side if the situation gets out of hand. For example, if your coworker is constantly missing deadlines that affect your work, keep a log of those missed deadlines and any impact it had on your performance. This will be crucial if management asks for specifics or if you need to prove that the situation has been ongoing.
Don’t Let Their Incompetence Affect Your Performance
This is easier said than done, but it’s crucial not to let your coworker’s incompetence drag you down. You’ve got your own performance to worry about, and letting their mistakes or laziness affect your work can reflect badly on you.
Focus on what you can control. If you’re assigned to work with someone who isn’t doing their part, make sure you’re crystal clear about your responsibilities versus theirs. If they fail to complete their part, document it and inform your supervisor as soon as possible. Don’t let their incompetence become your burden, and definitely don’t make a habit of covering for them.
Seek Support from Management (The Right Way)
At some point, if things don’t improve, you’ll need to involve management. But here’s the trick—you have to do it tactfully. If you run to your boss at the first sign of trouble, it can make you seem difficult to work with or like you’re unable to handle conflicts. But if you’ve tried everything else—communicating directly, offering help, documenting the issues—then it’s time to escalate.
When you go to your manager, avoid making it personal. Don’t say, “John is just terrible at his job,” or “I hate working with Sarah.” Instead, focus on the impact their incompetence is having on the team or the project. You could say something like, “I’ve noticed that we’ve been missing some key deadlines, and I’m concerned about the impact it’s having on the project. I’ve tried helping [coworker’s name], but it seems like they’re struggling to keep up.”
This shifts the focus from blame to problem-solving, and it gives your manager the opportunity to step in without it seeming like you’re just complaining.
Offer to Help… Within Limits
Sometimes, incompetence can be fixed with a bit of guidance. Maybe your coworker genuinely doesn’t know how to do certain tasks, and with the right help, they could improve. If you have the time and patience, offering to mentor or train them can help resolve the issue.
However, be cautious here. Don’t overextend yourself, and don’t take on the role of their full-time coach. Helping someone improve is one thing, but babysitting their work is another. If you offer to help, make sure it’s on your terms and doesn’t interfere with your own workload. Also, if you notice they aren’t putting in the effort to improve, step back and let management handle it from there.
Don’t Make Excuses for Them
If you find yourself constantly making excuses for your coworker’s behavior, stop. You’re not doing them—or yourself—any favors. Sure, you want to be a team player, but at the end of the day, everyone needs to be accountable for their own work.
It’s easy to fall into the trap of covering for them because you don’t want the team to look bad, but by doing that, you’re enabling their incompetence. You’re allowing them to slide by without improving, and it’s ultimately going to affect your work and the team’s overall performance.
Let them face the consequences of their mistakes. It might feel uncomfortable at first, but they need to learn that their actions (or inactions) have real consequences.
Protect Your Mental Health
Dealing with an incompetent coworker can be incredibly draining. The constant frustration, the extra work, and the stress of having to deal with someone who can’t (or won’t) do their job can take a toll on your mental health. It’s important to protect yourself from burnout.
Take regular breaks, vent to a trusted friend or partner (not someone in the office), and find ways to relax outside of work. If the situation is really affecting you, consider speaking to HR about how it’s impacting your wellbeing. Your mental health is just as important as your job performance, and it’s not worth sacrificing it because someone else can’t do their job.
Know When to Walk Away
Sometimes, no matter how hard you try, the situation won’t improve. If you’ve done everything you can to address the incompetence—spoken to the coworker, involved management, documented the issues—and nothing changes, it might be time to consider other options.
That could mean asking to be transferred to a different team, moving to a different department, or, in extreme cases, finding a new job. I’m not saying you should run for the hills at the first sign of trouble, but if dealing with an incompetent coworker is making your work life miserable and management isn’t doing anything to help, it’s worth considering whether the job is still worth it.
Incompetent Boss? That’s a Different Ballgame
Everything I’ve discussed so far applies mostly to coworkers on the same level as you. But what if the incompetence is coming from your boss? That’s a whole different headache, and it requires a different strategy.
With an incompetent boss, you have to tread even more carefully. Document everything, keep communication clear and respectful, and focus on your own work. If you can’t avoid their poor leadership, you may need to escalate the issue to HR or higher management—but only after you’ve exhausted all other options.
In some cases, you might need to look for a new job if the situation is unbearable. An incompetent boss can make life miserable, but unlike a coworker, you can’t simply refuse to work with them.
Conclusion
Dealing with incompetent coworkers is never fun, but it’s something most of us will encounter at some point in our careers. The key is to stay calm, be professional, and take proactive steps to manage the situation. Set boundaries, communicate clearly, document issues, and protect your own performance and mental health. If things don’t improve, don’t be afraid to escalate the issue or walk away from a toxic work environment.
Ultimately, you can’t control other people’s competence, but you can control how you handle it. The goal is to navigate the situation in a way that doesn’t hurt your own career and keeps you sane in the process.
Good luck—you’ve got this.
