How to spot unhappiness in your teams - and what to do about it

Picture this: your team is performing well, reaching their goals, and everyone’s happy. The energy is great and the team feels on top of their game.

And this is great! Happiness is a superpower. When your people feel good at work, they’re more productive, creative, and loyal. A happy team member brings positive energy, works well with others, and tends to stick around – everyone wins.

But then, there’s a shift. Something changes in the team.

One team member, once engaged and upbeat, begins to withdraw. They stop sharing ideas, seem disconnected in meetings, and their negative emotions start to affect others. Soon, frustration builds, tension grows, and productivity slips.

As a leader, trying to keep morale high while identifying and addressing these changes can feel like juggling while riding a unicycle and wearing a blindfold. The challenge here isn’t just fixing one person’s bad day; it’s protecting the entire team’s atmosphere and momentum.

Firstly, don’t worry; it’s more common than you might think. According to McKinsey, over 60% of negative workplace outcomes stem from toxic behaviours that are left unchecked. Leaving unhappiness unaddressed will absolutely affect productivity, morale, and psychological safety. Even one unhappy person can make others question the team’s values and spirit.

Which means you have to take action if you want to keep a positive culture.

The good news is, when you spot these signs of unhappiness early, you can take action before the whole team’s spirit suffers. But let’s face it - handling this isn’t easy, especially when the reasons aren’t obvious. It takes empathy and a clear plan to address these issues without causing more.

In this blog, we share insights from Sara Holmberg, Head of HR at Winningtemp, on how you can spot unhappiness within your teams and address it effectively.  

Drawing on her experience, Sara shows us how to identify behavioural changes, approach conversations with empathy, and use data to step in early. Her insights can help you handle these situations, restore team harmony, and build a culture where everyone feels supported.

Step-by-step guide: How to address a team member’s unhappiness

At Winningtemp, we’ve seen how impactful a step-by-step approach can be, especially when it’s grounded in empathy, data, and open communication.

Here are our actionable steps on how to approach a team member’s unhappiness constructively - from spotting subtle changes to creating a safe environment for dialogue and, ultimately, creating long-term positivity in your team.  

1. Spot the signs

The first step is tuning into the early signs. Unhappiness doesn’t always show up in obvious ways – it often starts with small, subtle changes. As Sara explains: “Managers need to truly know their people and notice behavioural changes. When someone who used to contribute positively suddenly stops speaking up or becomes noticeably negative, it’s a sign. Identifying these shifts early and understanding their impact on team morale can make a huge difference."

Using your intuition to be aware of shifts in behaviour is one thing. But intuition becomes so much more effective when it’s combined with data. For example, with Winningtemp you can actually see trends that signal if someone is disengaged or unhappy, like drops in engagement scores or increased comments on feeling undervalued. It’s an early alert system for both team managers and HR to take proactive steps before morale dips further.

Psst. It is very important to note that you can never see the smiley that a specific employee has chosen to answer with or who wrote a particular comment. The answers are always anonymous in Winningtemp! With this, employees can share constructive feedback, ideas, and concerns, while managers can ask follow-up questions to further understand the issue. That said, if the employee hasn't chosen to break their anonymity, you can still offer support and address it together.

2. Understand the root cause

Once you’ve seen the symptoms of unhappiness and you know there’s a problem, it’s time to dig deeper and understand the root cause behind it. Like always, there’s no one-size-fits-all. A one-to-one conversation is the best. Sara recommends creating a safe space for these conversations and approaching them with empathy and honesty.

She says: “When you’re having a tough conversation with an unhappy team member, empathy and respect are critical. It’s about honesty, but also really listening to understand their viewpoint without making them feel attacked."

"Creating a safe space is about making it feel informal and unthreatening. A walk-and-talk or grabbing coffee can be less intimidating than sitting across from someone in a formal office setting. Simple adjustments like these create a more comfortable environment for open dialogue."

4. Implement solutions

The next step is to turn understanding into action with clear, agreed steps. This could mean adjusting workloads, clarifying roles, or simply offering more time or space for people to be heard. Sara highlights the importance of collaboration here: “Agreeing on steps together reinforces that it’s not just about what the organisation wants, but also what the individual needs to feel supported,” she says

Winningtemp’s guided temperature meetings are a fantastic tool here. These meetings create a framework for constructive follow-up, making it easier to track progress and stay aligned on commitments.  

“In our temperature meetings, we can work together to set expectations and document the actions we’re committing to,” Sara explains. “It helps leaders and team members feel that issues are not only being heard but actively addressed.”

Documenting these actions is also important. It doesn’t just provide a reference point - it demonstrates to the team member that their concerns are being taken seriously and that their wellbeing is a shared priority. As Sara notes, “Actions speak louder than words; when you make a plan and stick to it, team members see that the company is serious about creating a positive environment.”  

This commitment builds trust, showing you’re serious about supporting your team.  

5. Follow up regularly  

The work doesn’t stop here. Regular check-ins - both formal and informal - help build ongoing trust within the team. As Sara says: “One-on-one meetings should be part of your regular practice, so addressing these issues doesn’t become a ‘big deal’ but part of an open, continuous dialogue.”

Winningtemp allows you to keep a pulse on engagement trends and detect if morale improves or if new issues arise. Sara highlights the benefit of this data-driven approach: “The platform allows us to identify trends over time, which means we’re not relying on guesswork. If we see a positive shift, we know what’s working. And if issues persist, it’s a signal to dive deeper and recalibrate.”

Regular, scheduled one-on-ones also provide team members with a space to share their progress and bring up any ongoing concerns. When employees know their wellbeing is a priority, they’re more likely to open up and feel secure within the team. These check-ins aren’t just for tracking performance; they’re a way to build trust and show you truly care.

This consistent follow-up, combined with data insights, will help you ensure the initial steps taken continue to benefit the team member and the group as a whole.

6. Focus on long-term happiness  

The key to keeping your team happy in the long-term is creating an environment of psychological safety, open communication, and consistent feedback - where team members feel safe expressing themselves and are genuinely valued.

Here’s Sara’s take on it: ““Psychological safety doesn’t happen overnight; it’s built through a culture where everyone feels heard, respected, and free to contribute without fear. So doing things like involving your team in setting goals and creating rules together gives them ownership. This way they’re actively shaping the culture. Make appreciation part of your culture too - recognise those wins, big or small, celebrate them and show your team their hard work matters.”

By investing in these strategies and nurturing a culture of safety, feedback, and recognition, you lay a lasting foundation for team happiness. This proactive approach makes team members feel seen and valued and creates an environment where both individuals and the organisation can succeed together.

To learn more about how to build psychological safety within your team, check out our blog on creating a safe and supportive workplace culture here.  

Happy teams aren’t just nice to have

They’re essential for success. But if left unaddressed, unhappiness can spread and negatively impact everyone.

By spotting early signs, approaching conversations with empathy, and following up consistently, you can create an environment of trust and positivity. With these steps, you’re not just tackling challenges; you’re building a team ready to succeed together.

And Winningtemp can help you do it! Get in touch today and we’ll show you how Winningtemp can instantly help you improve team happiness.