Working with unreliable people is one of the most frustrating professional challenges. Whether they miss deadlines, forget commitments, or overpromise and underdeliver, their inconsistency can disrupt projects, lower morale, and increase your workload. However, many unreliable people are well-intentioned—they don’t actively try to create chaos, but their poor organization, lack of self-awareness, or fear of confrontation leads to inconsistency. The key is managing the situation strategically without letting their shortcomings drag you down.
Understanding Unreliability
Before you react, consider why the person is unreliable. There are different types of unreliable people:
| Type of Unreliable Person | Characteristics | Common Causes |
|---|---|---|
| The Overcommitter | Says “yes” to everything but follows through on little | People-pleasing tendencies, fear of saying “no” |
| The Disorganized | Loses track of deadlines and responsibilities | Poor planning, lack of structured systems |
| The Procrastinator | Delays tasks until the last minute, often missing deadlines | Anxiety, perfectionism, lack of motivation |
| The Excuse-Maker | Always has a reason why something didn’t happen | Avoidance of responsibility, lack of accountability |
Understanding the cause of their unreliability helps you tailor your response. For example, if someone is genuinely overwhelmed, they might need help with prioritization, whereas if they are simply unaccountable, they may require firmer boundaries.
Strategies for Managing Unreliable People
1. Set Clear Expectations
Vague instructions or expectations allow unreliable people to slip through the cracks. Be explicit about what needs to be done, when, and how.
- Instead of saying, “Can you handle this?” say, “I need this completed by Wednesday at 3 PM. Let me know if that’s realistic.”
- Put everything in writing so there is no room for misunderstanding.
A clear expectation also means defining the quality of work required. Sometimes unreliable people cut corners and produce subpar results. Specify what you need in terms of accuracy, thoroughness, and detail.
2. Use Accountability Tools
Technology can help track commitments and deadlines:
- Project management tools like Trello, Asana, or Monday.com keep tasks visible.
- Shared calendars with deadline alerts prevent missed appointments.
- Email follow-ups create a written record of commitments.
Regular check-ins are also useful. Instead of waiting until a project is due, set up status updates to catch potential failures early. Ask for progress reports and ensure that there is documented accountability.
3. Minimize Dependence Where Possible
If an unreliable person is derailing your progress, limit your reliance on them. Structure projects so that their potential failures won’t affect you as much.
- If possible, assign them non-critical tasks.
- Have backup plans in case they drop the ball.
In team settings, delegate responsibilities strategically. If an unreliable person must be involved, ensure their role is not a single point of failure.
4. Hold Them Accountable
Unreliable people often avoid accountability because they are used to getting away with it. Don’t enable this behavior.
- If they miss a deadline, ask directly: “What happened?”
- If they make excuses, redirect them: “Going forward, what will you do differently to ensure this gets done?”
- Consider looping in a manager or other team members if their behavior affects the group.
Setting consequences is another step. For example, if an unreliable coworker constantly misses deadlines, consider reallocating their tasks or reducing their level of responsibility.
5. Adjust Your Expectations
If someone repeatedly fails to meet commitments, accept that they won’t change overnight. Adjusting your mindset can help you avoid frustration.
- Expect delays, and plan accordingly.
- Assign work in small chunks rather than large projects.
- Give deadlines earlier than the actual due date.
This way, you are not caught off guard when they fail to deliver on time. Instead, you proactively manage the situation.
6. Lead by Example
Demonstrate reliability yourself. If you consistently meet deadlines and communicate clearly, you set a standard others may strive to match. It also gives you more credibility when addressing unreliable behavior.
Be the person who always follows through, and you’ll set a strong professional culture around you. This influence might encourage unreliable individuals to improve their habits.
7. Provide Constructive Feedback
Sometimes, unreliable people don’t realize the impact of their behavior. A direct but tactful conversation can help.
- “I noticed that you missed the last two deadlines. This affects the entire team. What can we do to ensure it doesn’t happen again?”
- “When you don’t follow through, it puts me in a tough spot. How can I support you in staying on track?”
Reframe the conversation to highlight how their reliability benefits the entire team. If they are motivated by teamwork and relationships, they may be more inclined to improve.
8. Know When to Escalate
If someone’s unreliability is affecting your work or the team’s success, you may need to involve a supervisor. Present the issue factually, focusing on its impact rather than personal grievances.
- “X project was delayed twice because of missed deadlines. Can we find a solution to ensure this doesn’t continue?”
Providing documented evidence of patterns can make escalation more effective. Keep a record of missed deadlines or unfulfilled commitments.
Dealing with Long-Term Unreliability
While you can put systems in place to mitigate the effects of unreliable colleagues, sometimes their behavior is so ingrained that significant improvement is unlikely. In these cases, you need to evaluate how much their behavior is affecting your ability to perform.
Signs It’s Time to Take Stronger Action
- You’re consistently picking up their slack, leading to burnout.
- Deadlines are frequently missed due to their negligence.
- Your reputation or work performance is being negatively impacted.
- They repeatedly break commitments without remorse or improvement.
If these issues persist, you may need to:
- Request to work with someone else.
- Set firmer boundaries and communicate their impact to higher-ups.
- In extreme cases, consider leaving the role if their unreliability is making your job unbearable.
Handling Unreliable Clients or Vendors
Unreliability isn’t just an issue among colleagues—it can also happen with clients, contractors, or vendors. These relationships require a different approach.
How to Deal with Unreliable Clients
- Set clear payment terms and deadlines.
- Use written contracts to define expectations.
- Implement late fees for missed payments to encourage timeliness.
- Politely but firmly follow up on deliverables and payments.
How to Handle Unreliable Vendors
- Vet vendors carefully before committing to a contract.
- Use performance-based contracts with clear penalties for non-compliance.
- Have a list of alternative vendors in case of issues.
- Keep a paper trail of communications and agreements.
When to Walk Away
If an unreliable person’s behavior is harming your career, mental wellbeing, or sanity, consider limiting your interaction with them. If it’s a coworker, request different project assignments. If it’s a business partner or client, consider ending the relationship. If it’s a friend or family member, create boundaries to protect yourself from unnecessary stress.
Conclusion
Working with unreliable people is never ideal, but it’s often unavoidable. The key is to approach the situation strategically: set clear expectations, use accountability tools, minimize reliance, and adjust your expectations. While you may not change their behavior, you can certainly change how much it impacts you. In the end, your energy is best spent working with people who respect your time and commitments as much as you respect theirs.
