There are a lot of things I generally tolerate at work—but insubordination is not one of them. It’s rude, entitled, unsafe, and downright disrespectful. I’ve had my fair share of dealing with it, and if left unchecked, it can spread like wildfire, damaging team morale and productivity. Whether it’s an employee openly refusing to follow instructions, challenging authority, or displaying blatant disrespect, handling insubordination swiftly and effectively is crucial to maintaining a professional and high-functioning workplace.
How to manage an insubordinate employee is a challenge that every manager or business owner will face at some point. Addressing it head-on is essential to maintaining order, ensuring smooth operations, and fostering a culture of respect. A workplace where insubordination is ignored or mishandled can quickly become toxic, leading to lower productivity, increased conflict, and even legal issues. Recognizing the signs and responding appropriately can make all the difference.
Here’s what we will cover:
✔ What is insubordination?
✔ Examples of insubordination
✔ Causes of insubordination
✔ How to manage an insubordinate employee
✔ Coaching techniques for difficult employees
✔ How to handle an argumentative employee
✔How to prove insubordination and take disciplinary action (sample template included)
✔ Real-life case studies of insubordination
✔ The impact of insubordination at work
✔ When is it not insubordination?
What Is Insubordination in the Workplace?
Definition of Insubordination
Insubordination occurs when an employee deliberately refuses to follow a reasonable directive from their manager. It is a direct challenge to authority and can lead to disciplinary action or termination.
Three Key Elements of Insubordination
- A clear instruction is given – The manager provides a direct order.
- The employee understands the instruction – The directive is clear and reasonable.
- The employee refuses to comply – The refusal is intentional.
Examples of Insubordination in the Workplace
Mild Insubordination Examples
These are low-level offenses that may not seem serious at first but can escalate if left unaddressed.
🟡Failure to Follow Instructions – An employee repeatedly fails to complete tasks as requested, such as missing deadlines or skipping mandatory meetings. Ignoring emails, instructions or requests from management.
🟡 Passive Resistance – Instead of openly refusing, an employee procrastinates, deliberately slows down work, or makes excuses to avoid assigned duties. Complains about assignments instead of following them. At times they can also weaponize incompetence.
🟡 Minor Attitude Problems – An employee uses nonverbal communication such as sighs, rolls their eyes. They make sarcastic comments when given instructions but does not outright refuse to comply. Uses a disrespectful tone when speaking to superiors.
🟡 Refusing to Respond – An employee ignores emails, messages, or direct communication from their manager, subtly undermining authority. Is consistently late for team meetings.
➡️ Example: A team member is asked to update a report by a certain deadline but keeps delaying, saying, “I’ll get to it when I can.” While not an outright refusal, this behavior disrupts workflow and sets a poor example for the team.
Serious Insubordination Examples
This level of insubordination can disrupt team dynamics and affect productivity. It requires immediate intervention.
🟠 Open Defiance – An employee who doesnt work on the work assigned. Refusing to complete assigned tasks despite multiple requests. An employee who directly refuses to carry out a task, saying, “I’m not doing that” or “That’s not my job.”
🟠 Disrespecting Authority – The employee argues with their manager, raises their voice, or challenges decisions in an unprofessional manner. Arguing excessively with a supervisor in front of colleagues.
🟠 Disrupting Meetings or Workflows – An employee oversteps boundaries by interrupting meetings, talking over others, or refusing to collaborate with colleagues.
🟠 Intentionally delaying work or sabotaging a project.
🟠 Disobeying company policies (e.g., refusing to follow safety regulations).
➡️ Example: A manager asks an employee to follow a new process, and the employee replies, “That’s a stupid way to do it. I’ll do it my way instead.” This not only disregards instructions but also sets a precedent that rules are optional.
Gross Insubordination Examples
The meaning of Gross insubordination is severe misconduct that can lead to disciplinary action or termination. This includes actions that endanger safety, violate company policies, or involve extreme disrespect.
🔴 Physical or Verbal Abuse – Yelling, threatening, or even physically confronting managers or colleagues. Threatening or physically confronting a supervisor.
🔴 Ignoring Safety Protocols – An employee disregards critical safety measures, putting themselves and others at risk.
🔴 Publicly Undermining Leadership – Making derogatory or offensive remarks about management in front of other employees, spreading rumors, or encouraging team members to ignore instructions.
🔴 Refusing to work altogether without valid justification.
🔴 Unauthorized Decision-Making – Making significant changes to operations without approval, such as altering machinery settings, bypassing security protocols, or modifying company records.
🔴 Tampering with Equipment or Workplace Infrastructure – Unauthorized alterations to company property that could result in harm or legal liability. Damaging company property in an act of defiance.
➡️ Example 1: A staff member ignores safety procedures and attempts to flip a five-tonne machine on their own instead of waiting for proper assistance. This reckless action puts themselves and others in danger.
➡️ Example 2: An employee decides to unscrew power plugs and rewire machines without authorization, believing they “know a better way.” This creates serious electrical hazards and could result in injury or even legal consequences for the company.
Addressing insubordination at the mild stage prevents it from escalating into serious or gross misconduct. The earlier managers intervene, the easier it is to maintain workplace discipline and safety.
Causes of Insubordination
Understanding the root cause of insubordination can help in resolving it effectively. Common reasons include:
Poor Communication – Employees may resist instructions if they feel they are unclear, unfair, or inconsistent.
Workplace Conflicts – Disputes with managers or colleagues can lead to defiant behavior as employees push back against authority.
Lack of Motivation – Employees who feel undervalued or unappreciated may act out in defiance.
Job Dissatisfaction – Unhappy employees may express their frustration through insubordination, especially if they feel stuck or unfulfilled in their roles.
Personal Issues – Stress outside of work, such as financial problems or family issues, can affect an employee’s attitude and performance.
Defiant Attitude – Some employees are naturally resistant to authority and struggle with following rules or instructions, even when reasonable.
Arrogance, Entitlement and Overconfidence – Employees who are arrogant or believe they know better than their managers may dismiss instructions, refuse feedback, or challenge decisions openly. They assumer their personal preference overrides company standards.
You can’t teach common sense– People don’t know what they don’t know, and many lack foresight, making careless decisions that could easily be avoided.
Disregard for company policies – Ignoring established procedures for purchases.
Impatience and short-sightedness – Not considering long-term consequences.
A lack of critical thinking skills can lead to reckless decisions that could easily be avoided. Some employees make decisions that are reckless or illogical, failing to consider the bigger picture or potential consequences.
By identifying the underlying reason for an employee’s insubordination, managers can address the issue more effectively and take the appropriate corrective action.
How to Manage an Insubordinate Employee
1. Identify the Root Cause
Before taking action, determine why the employee is acting out:
- Do they misunderstand the directive?
- Are they dealing with personal issues?
- Do they feel undervalued or overworked?
2. Address the Issue Privately and Professionally
- Stay Calm and Professional – Avoid reacting emotionally. Keep the conversation professional and focused on the issue at hand.
- Speak privately to prevent embarrassment. Confronting an employee in front of colleagues may escalate the situation. Speak to them in a private setting.
- Focus on solutions, not blame.
💡 Example Statement:
“I’ve noticed that you have not been following assigned tasks. Can you help me understand what’s going on?”
3. Set Clear Expectations and Reinforce Company Policies
- Explain the importance of compliance. Be Clear About Expectations – Explain why their behavior is unacceptable and remind them of workplace policies.
- Outline potential consequences.
- Issue a Verbal or Written Warning – If the behavior continues, document the incident and issue a formal warning.
- Provide written policies if needed.
- Provide Coaching or Training – Some employees may need guidance on workplace conduct. Offer coaching if necessary.
- Follow Through with Consequences – If insubordination persists, escalate disciplinary actions, which may include suspension or termination.
💡 Example Statement:
“Company policies require all employees to follow instructions from management. If this continues, we may need to take further action.”
Coaching Techniques for Difficult Employees
✔ Active Listening: Acknowledge their concerns before offering solutions.
✔ Behavioral Feedback: Instead of saying, “You are always difficult,” say, “I noticed that you refused to complete the last three assignments.”
✔ Motivational Techniques: Show employees how following instructions benefits their career growth.
✔ Performance Coaching: Offer support and training to help them improve.
How to Handle an Argumentative Employee
Dealing with an argumentative employee can be frustrating, especially when every instruction turns into a debate. These employees often push back on authority, challenge decisions, and refuse to accept feedback without confrontation. The key to managing them is staying calm, setting clear expectations, and refusing to engage in unnecessary back-and-forth discussions. Stick to the facts, reinforce company policies, and avoid getting drawn into emotional arguments. If necessary, document their behavior and implement progressive discipline to ensure they understand that constant defiance won’t be tolerated. A firm but fair approach can help redirect their energy into something productive rather than disruptive. Assertiveness over aggressiveness is key.
How to Prove Insubordination
To prove insubordination, ensure you have:
✅ Written records (emails, reports, or warning letters).
✅ Witness statements (from colleagues or HR).
✅ Evidence of clear instructions given (meeting notes or memos).
Proper documentation will protect the company from wrongful termination claims.
Disciplinary Action Template for Insubordination
📄 Sample Disciplinary Action Notice
To: [Employee Name]
From: [Manager’s Name]
Date: [Date]
Subject: Disciplinary Action for Insubordination
Nature of Insubordination (Check all that apply):
☐ Direct refusal to follow instructions
☐ Disrespectful or offensive language
☐ Ignoring company policies
☐ Undermining authority
☐ Unauthorized absence or tardiness
☐ Unsafe behavior
☐ Other (Specify): ______________________
Detailed Description of Incident:
Provide a factual, objective summary of the event, including time, place, witnesses, and any previous related incidents.)
Example:
“On [date], at approximately [time], Employee X was instructed by their supervisor to complete [task]. Employee X responded by saying, ‘I’m not doing that—it’s not my job.’ Despite being reminded of their responsibilities and company policy, they refused to comply. This behavior was observed by [witness names], and it disrupted workflow, causing delays in project completion.”
Policy or Code Violated
(Specify the company policy, handbook section, or workplace standard that was violated.)
Example:
“This behavior violates [Company Policy Name], Section [X], which states that all employees must follow reasonable managerial directives and maintain professional conduct in the workplace.”
Previous Warnings or Related Incidents:
✅ Verbal Warning Issued on [date]
✅ Written Warning Issued on [date]
⬜ Suspension Effective [date]
⬜ Final Warning Issued on [date]
⬜ Termination Effective [date]
Consequences and Disciplinary Action Taken
☐ Verbal warning
☐ Written warning
☐ Mandatory training or coaching
☐ Temporary suspension (Paid/Unpaid)
☐ Demotion or reassignment
☐ Final warning before termination
☐ Termination of employment
Additional Details:
(Explain the disciplinary measures being taken and any corrective steps required from the employee.)
Example:
“Employee X is required to complete a workplace conduct training by [date]. If any further insubordination occurs, it may result in termination of employment.”
Employee Statement (optional):
Acknowledgment:
I, [Employee Name], acknowledge receipt of this notice.
Employee Signature: _______________
Manager Signature: ________________
Real-Life Case Studies of Insubordination
Insubordination comes in many forms—some are subtle, while others are outright reckless. Over the years, I’ve seen my fair share of employees who believed the rules didn’t apply to them. Here are some real-life examples of insubordination that pushed the limits of common sense and workplace safety.
1. The Employee Who Came and Went as He Pleased
One employee decided that company work hours were more of a suggestion than a rule. He would stroll in late, disappear for hours without explanation, and leave early as if he were running his own schedule. When confronted, he’d either shrug it off or make up elaborate excuses, claiming he was ‘handling personal matters.’
We sat down with him to discuss his absences and tried to restructure his schedule to accommodate what we thought was the root of the problem. We even implemented a simple reporting system to make it easier for him to notify us if he couldn’t make it to work. Despite these efforts, it became clear that the issue wasn’t about scheduling or communication barriers—it was simply about him doing whatever he wanted. He had no intention of changing his behavior.
The repeated warnings and clear expectations didn’t seem to make an impact—until we had to step in with a formal warning, making it clear that his days of freelancing on company time were over. At that point, it became a matter of discipline, not flexibility. An unreliable employee disrupts the entire operation, affecting production schedules, team morale, and ultimately, customer satisfaction. After repeated warnings and discussions, we made the tough decision to terminate his employment. We did however use the best practices of letting go of staff.
⚠️Cause of Insubordination: Defiant, Arrogant, Overconfident.
2. The Employee Who Rewired Industrial Machinery Without Consulting Anyone
Some employees take initiative—others take reckless risks. One worker, deciding that the factory’s industrial machinery setup didn’t quite suit him, took it upon himself to rewire the equipment and change electrical plugs without consulting management or qualified electricians. His “DIY upgrade” could have caused serious injury. When questioned, he casually responded that he thought it was fine because “it looked simple enough and he wanted to be more comfortable”. Needless to say, he underwent a mandatory safety course and disciplinary action followed.
⚠️Cause of Insubordination: Lack of Common Sense, Overconfident.
3. The Employee Who Flipped a 5-Tonne Machine to Make His Workstation More Comfortable
If there was ever a moment that made me question reality, it was when an employee decided that his workstation wasn’t ergonomic enough—so he attempted to turn a 5-tonne industrial machine to “get a better angle.” He didn’t ask for permission, didn’t consult anyone, and didn’t use proper equipment. He just engaged another 3 coworkers and tried to turn it around like a piece of furniture. The sheer recklessness of the act was mind-boggling. Fortunately, no one was injured, but the incident resulted in a full-scale safety review and an immediate disciplinary meeting on all four employees.
⚠️Cause of Insubordination: Lack of Common Sense & critical thinking skills.
4. Staff Taking Vacations Despite Being Told Not To
Some employees push boundaries, but others bulldoze right through them. There have been cases where employees were explicitly told that vacation requests wouldn’t be approved due to critical business periods—yet they went ahead and booked flights anyway, assuming I wouldn’t do anything about it. One even had the audacity to email me a copy of their tickets, claiming it was ‘too late to change plans.’ This kind of blatant defiance not only disrupts operations but also sets a dangerous precedent for others to follow suit.
⚠️Cause of Insubordination: Defiant Attitude, Arrogance.
5. Employees Who Made Unauthorized Purchases Because “It Suited Them”
Company budgets exist for a reason, but that didn’t stop certain employees from purchasing company-related equipment without approval simply because they “couldn’t be bothered waiting” or believed the equipment “suited them better.” Whether it was buying office supplies, tools, or expensive machinery upgrades, these employees bypassed protocol under the assumption that it was easier to ask for forgiveness than permission. The result? Unnecessary expenses, mismatched equipment, and a disciplinary headache.
⚠️Cause of Insubordination: Lack of critical thinking skills, entitlement.
Lessons Learned
These cases prove one thing: unchecked insubordination can lead to chaos. Whether it’s defying work hours, ignoring safety procedures, or making unauthorized decisions, employees who overstep boundaries put themselves, their colleagues, and the company at risk.
The key takeaway? Address insubordination immediately, set clear consequences, and never assume common sense is common practice.
When should an insubordinate employee be terminated?
Termination due to subordination should be considered if:
- The employee repeatedly ignores warnings.
- Their behavior disrupts business operations.
- They commit gross insubordination (e.g., threats, violence).
The Impact of Insubordination at Work
Insubordination in the workplace can have serious consequences that extend beyond just one difficult employee. When left unchecked, it can affect team morale, productivity, and the overall work environment. Here are some of the key ways insubordination can impact a business:
1. Decreased Team Morale
When an insubordinate employee disregards rules or openly challenges authority, it creates tension within the team. Other employees may feel frustrated, especially if they see that management is tolerating such behavior. Over time, this can lead to resentment and a toxic work culture where employees feel unmotivated to perform their duties.
2. Reduced Productivity and Efficiency
Employees who refuse to follow instructions or intentionally delay tasks slow down the workflow. If one team member is not cooperating, it forces others to pick up the slack, leading to burnout and missed deadlines. This can be particularly damaging in industries where teamwork and time-sensitive operations are crucial.
3. Loss of Respect for Leadership
A leader’s ability to enforce rules and maintain discipline is critical for a smooth-running workplace. When an insubordinate employee is not held accountable, others may start questioning management’s authority. This can result in more employees challenging decisions, ignoring policies, or even engaging in insubordinate behavior themselves.
4. Increased Employee Turnover
Good employees want to work in a fair and respectful environment. If they see insubordinate behavior being tolerated, they may decide to leave for a company that values professionalism and teamwork. High employee turnover not only affects continuity but also increases hiring and training costs.
5. Legal and Compliance Risks
Insubordination can sometimes escalate into legal issues, especially if an employee refuses to comply with safety regulations, workplace policies, or ethical standards. If a business fails to document and address the behavior properly, it could lead to wrongful termination claims or other legal disputes.
6. Negative Customer Impact
If an insubordinate employee interacts with customers or clients, their behavior can directly affect the company’s reputation. Poor service, rude interactions, or failure to follow company policies can result in negative reviews, lost business, and long-term brand damage.
7. Workplace Safety Hazards
One of the most serious consequences of insubordination is when it leads to workplace accidents. Employees who refuse to follow safety procedures can put themselves and others at risk. Reckless actions not only jeopardize lives but can also result in costly damage, legal liability, and potential shutdowns due to safety violations.
When Is It NOT Insubordination?
Not every instance of an employee pushing back or refusing a request qualifies as insubordination. In some cases, an employee may have legitimate reasons for not complying with a directive. For example, if an instruction is illegal, unethical, or poses a safety risk, an employee has the right to refuse. Similarly, if an employee is unclear on expectations due to poor communication or ambiguous policies, their hesitation or request for clarification should not be mistaken for defiance.
Constructive feedback, professional disagreements, or an employee advocating for their rights—such as requesting reasonable accommodations or questioning unfair treatment—should also not be classified as insubordination. It’s essential for managers to distinguish between outright defiance and valid concerns to maintain a fair and professional workplace.
Is Ignoring Your Boss Insubordination?
Ignoring your boss can be considered insubordination, but it depends on the context. If an employee deliberately refuses to acknowledge or follow instructions, ignores direct orders, or intentionally avoids communication, it is a clear act of defiance and can be classified as insubordination.
However, not all cases of ignoring a boss are insubordination. If an employee genuinely doesn’t hear or misunderstands instructions, is overwhelmed with work, or is waiting for clarification, their behavior may not be intentional defiance. Additionally, if a manager is acting unethically, making unreasonable demands, or violating company policies, an employee may have valid grounds to ignore the request.
Ultimately, intent and circumstances matter. If an employee repeatedly ignores their boss without justification, it disrupts workflow and undermines authority, warranting corrective action.
When a Staff Member Goes Over Their Supervisors Head
When a staff member goes over their supervisor’s head, it means they bypass their immediate manager and take their concerns, requests, or complaints directly to higher management or executives. This can happen for several reasons, both justified and problematic.
When It’s Justified:
- Unresolved Issues: If the supervisor is ignoring concerns, failing to take action, or mishandling a situation, an employee may feel they have no choice but to escalate the matter.
- Harassment or Misconduct: If the supervisor is engaging in harassment, discrimination, or unethical behavior, the employee may need to report it to HR or upper management.
- Health & Safety Risks: If a workplace hazard is being ignored by the immediate supervisor, employees may need to escalate for urgent resolution.
When It’s Problematic:
- Undermining Authority: Some employees bypass their supervisor simply because they dislike their decisions or want a different outcome. This weakens the chain of command.
- Lack of Professionalism: Going over a manager’s head without first addressing issues directly can create workplace tension and damage professional relationships.
- Seeking Favoritism: Some employees go straight to upper management to seek favouritsm in the workplace and gain personal advantages, bypassing policies and protocols.
How to Handle It:
If an employee is frequently bypassing their supervisor without valid reasons, it’s important to address it. Managers should ensure open communication, reinforce the proper chain of command, and create an environment where employees feel heard—so they don’t feel the need to escalate unnecessarily.
Final Thoughts
Managing an insubordinate employee requires a combination of firm leadership, clear communication, and fair disciplinary actions. By identifying the root cause, addressing the issue promptly, and enforcing company policies consistently, managers can maintain a respectful and productive work environment. Insubordination should never be ignored, as it can lead to greater disruptions if left unchecked. Effective management of defiant employees ensures that the workplace remains professional, efficient, and conducive to success.
May the force be with you!
