Insubordination is never an easy thing to deal with. When staff refuse requests or show little respect for authority, managing their behaviour requires patience, fairness, and strategic action. In this guide, we cover how to call out insubordination correctly and ways to create a culture where respect comes first.
We use the term “insubordination” when referring to deliberate disrespect or disobedience against authority in the workplace. An employee is considered to have an insubordinate attitude if they refuse reasonable requests from their seniors, make derogatory or disrespectful remarks towards them, or choose to challenge authority in a disruptive manner.
Insubordination is a form of misconduct. This means that it can lead to disciplinary action and even termination of employment.
There isn’t always a clear cause for insubordination. Sometimes, it may simply be the case that an insubordinate employee fails to respect or accept a manager’s authority. Other times, it may turn out that an employee feels frustrated or stressed out at work, which leads them to behave in ways that aren’t acceptable.
It’s important to make clear that insubordination isn’t about employees challenging unfair requests, debating problematic policies, or calling out unlawful treatment. It’s about unreasonable defiance. In a large-scale study featured in the Journal of Business Ethics, it was shown that insubordinate behaviour most commonly happens when an authority figure is abusive or mistreats staff. In order to tackle insubordination, managers need to hold employees accountable for genuine misconduct while also ensuring that management practices don’t inadvertently create hostile conditions that trigger defensive or defiant behaviour.
Still unclear on what constitutes insubordination? An insubordinate employee is someone who:
Serious insubordination is the kind of defiant behaviour that can justify dismissal if handled through a fair process. Far from petty disagreements or small misunderstandings, serious insubordination may involve vulgar or abusive language, repeated refusal to carry out key duties, or open defiance that affects everyone in a team. Since serious insubordination is considered a form of gross misconduct, it is never something to take lightly.
Insubordination can affect a team in a whole range of different ways. While, on the surface, it may appear as though insubordinate behaviour only directly impacts the employee displaying the behaviour and the manager on the receiving end, the reality is that it can disrupt trust in authority, create an air of tension, and reduce productivity for everyone. These knock-on effects can fragment a team bond and slowly start to create a toxic work environment that affects staff and stakeholders.
If you believe that an employee is displaying insubordinate behaviour, it’s vital to keep calm and handle things fairly. While being on the receiving end of abuse or disrespect can be hurtful or upsetting, taking the right course of action will prevent the situation from getting worse. Here are some fair steps to follow:
Try your best to avoid reacting emotionally. If you can remain composed, it’ll set the tone for a constructive resolution.
Make sure the employee understands the instruction or policy they are expected to follow. Miscommunication should always be ruled out before assuming defiance.
Keep a clear record of incidents, including dates, messages, actions, and any witnesses. This will ensure transparency and protect against disputes.
Speak to the employee privately to avoid escalating tension in front of colleagues. This will show your respect while maintaining authority.
Give the employee a chance to explain. Sometimes frustration, stress, or misunderstanding can be at the root of insubordination.
If misconduct is confirmed, follow your company policy exactly. Consistency will prevent claims of unfair treatment.
Only take drastic action if you’re confident it’s needed. Serious insubordination, such as abusive language or repeated refusal to perform duties, may justify dismissal. However, this should only happen after a fair process has been followed.
Insubordination is proven through clear documentation of the employee’s behaviour. This includes records of specific incidents, dates, witness statements, and any written or verbal exchanges that demonstrate deliberate refusal to follow reasonable instructions or show disrespect towards authority. It’s important to distinguish between genuine insubordination and misunderstandings, so evidence should show a pattern of defiant behaviour rather than isolated incidents taken out of context.
If you’re the employee’s manager, the insubordination should be handled by you first. However, if the situation escalates or involves serious misconduct, HR may need to step in to ensure the matter is dealt with fairly and in line with company policy. In cases where dismissal is being considered, senior management or HR should always be involved to ensure proper procedures are followed.
Prevention starts with building a culture of respect and clear communication. Make sure your expectations are well-defined, treat employees fairly, and lead by example. It’s also essential to address small issues early before they escalate into serious misconduct. When employees feel valued and heard, insubordination becomes far less likely.
While exact figures vary, insubordination is relatively uncommon in well-managed workplaces where employees feel respected and supported. Most staff want to do their jobs properly and maintain good relationships with everyone. However, when workplace conditions are poor, communication breaks down, or management is perceived as unfair, incidents of insubordination can become more frequent. The key is to create an environment where mutual respect is the norm.
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