Have you ever given a clear, reasonable instruction only for an employee to outright refuse? I have. A team member once ignored my request—not because they couldn’t do it, but because they wouldn’t. At first, I was confused. Was it a misunderstanding or outright defiance? This was insubordination, a direct refusal to follow authority. But what causes it? And how do you handle it without losing control? Let’s break it down.
Key Points
- Insubordination occurs when an employee deliberately refuses to follow a manager’s reasonable order.
- Pushback differs from insubordination. Employees raising concerns and discussing alternatives is normal. Defiance without discussion is insubordination.
- Common signs include refusing tasks, skipping work, leaving early without approval, disrespecting authority (yelling, mocking, ignoring instructions), or sabotaging work.
- HR professionals and managers should handle insubordination calmly and professionally, address the root cause, and apply appropriate disciplinary actions.
What Is Insubordination?
Insubordination happens when an employee knowingly and deliberately disobeys workplace authority. It’s not a mistake or a misunderstanding—it’s an intentional decision to ignore an order. In one of my previous roles, I had an employee who frequently arrived late without valid reasons. Initially, I assumed it was a one-time occurrence, but as it continued, I noticed a pattern of disregard for workplace rules. After addressing the issue multiple times and offering support to understand any underlying challenges, the behavior persisted. Eventually, it reached a point where their consistent lateness disrupted workflow and set a negative example for the team.
This experience made me realize how small acts of defiance—like repeated lateness—can escalate into insubordination if left unchecked. It reinforced the importance of clear communication, setting expectations, and addressing early signs of workplace defiance.
For insubordination to be valid, like in the case i just explained, the following three conditions must be met:
- The employer gives a direct and reasonable order.
- The employee understands the order.
- The employee refuses to follow it.
- Insubordination can be expressed through words, actions, or attitudes that signal defiance or disrespect. A single minor act may be overlooked, but repeated or serious defiance can result in disciplinary action or termination.
Understanding Insubordination vs. Pushback
In most workplaces, managers don’t expect employees to follow every instruction without question. Many professionals have the flexibility to decide how they approach their work, and good managers value their input. They trust employees to push back when necessary, recognizing that workers often have valuable insights.
The key difference between insubordination and pushback lies in how the employee responds. If an employee disregards instructions and does something else without discussion, that’s insubordination. But if they communicate with the manager, explain their concerns, and have a conversation that leads to a mutual decision, that’s considered pushback.
In some cases, refusing an order is legally protected. For example, U.S. law includes protections for employees who refuse to follow illegal instructions under the wrongful termination in violation of public policy doctrine. Similarly, whistleblower protections exist to safeguard employees who report unethical or illegal activities.
Examples of Workplace Insubordination
#1. Refusing to Complete a Task
If an employee ignores or outright refuses a work-related task assigned by their manager, it may be considered insubordination. For instance, if a barista’s job includes cleaning tables at the end of the day, but they refuse without a valid reason, it qualifies as defiance. However, they can refuse without being labeled insubordinate if the task is unethical or unsafe.
#2. Skipping Work Without Permission
When employees accept a job, they agree to follow a schedule. This can be seen as insubordination if they refuse to show up during their assigned hours without an approved reason.
#3. Leaving Early Without Notice
Employees are expected to stay for their full shifts unless they get approval to leave early. It can be considered defiance if someone leaves work without permission and ignores their manager’s objections. However, requesting early leave with a valid reason and approval does not count as insubordination.
#4. Disrespecting Authority Figures
Openly disrespecting supervisors, such as yelling, using inappropriate language, mocking, or publicly questioning their authority, can also be insubordination. Even non-verbal gestures like rolling eyes or ignoring instructions may be considered disrespectful, depending on workplace policies.
#5. Sabotaging Work or Team Efforts
Insubordination can also involve deliberately undermining work projects or team goals. For example, if an employee intentionally refuses to submit a report by a deadline, causing delays for the entire team, it could be seen as sabotage. Similarly, if an employee does something their manager specifically told them not to do, leading to negative consequences, it may be considered both insubordination and workplace sabotage.
Workplaces often set clear policies on insubordination, defining what behaviors are unacceptable. Addressing these issues promptly can help maintain a professional and productive work environment.
Causes of Insubordination at Work
The following causes would seem like a justifiable reason for insubordination:
#1. Poor Communication
Misunderstandings about tasks or unclear expectations can lead to frustration and defiance. If employees are unsure about what is expected of them or feel that instructions are inconsistent, they may resist following orders or take matters into their own hands.
Example: A sales team is instructed to change their pitch strategy, but the manager does not provide a clear guideline on what aspects need modification. Some employees continue using the old method, while others adopt new approaches based on personal interpretation. The result? Confusion, frustration, and resistance when managers attempt to enforce the new strategy. If managers fail to clarify expectations, this confusion can evolve into insubordination.
#2. Lack of Respect
When employees feel undervalued, unappreciated, or mistreated by management, they may develop resentment that leads to insubordination. If a manager constantly dismisses employee feedback or treats subordinates unfairly, employees may refuse to comply with instructions as a form of protest.
Example: A supervisor frequently gives last-minute assignments without acknowledging the additional workload on employees. Over time, employees feel overburdened and disrespected. Eventually, a senior employee openly refuses to complete an assignment, stating that they are “not a robot.” This refusal, rooted in frustration and lack of respect, qualifies as insubordination.
#3. Disagreement with Policies
Employees may refuse to follow certain rules if they perceive them as unfair, unnecessary, or contrary to their values. This is especially common in workplaces where new policies are implemented without sufficient explanation or employee input.
Example: A company introduces a new dress code requiring employees to wear formal attire daily, even in roles where casual dress was previously acceptable. Employees working in a non-customer-facing department find the rule unnecessary. Some outright refuse to comply, arguing that the policy makes no sense for their work environment. Without proper communication from management about why the change was made, this noncompliance could be considered insubordination.
#4. Personal Stress
Personal issues such as financial difficulties, family conflicts, or mental health struggles can influence workplace behavior. Employees experiencing stress may become less cooperative, more irritable, or resistant to authority.
Example: A normally reliable employee starts missing deadlines and becomes increasingly defiant when questioned about their performance. After multiple confrontations, HR discovers that the employee is going through a divorce and is dealing with significant emotional distress. While personal issues do not excuse insubordination, understanding the root cause allows managers to address the situation with empathy and potential accommodations rather than immediate disciplinary action.
Consequences of Insubordination at Work
It doesn’t really matter whether or not insubordination is justified. it’s consequences are as follows:
- Weakened Authority: Not addressing insubordination can make it harder for managers to lead effectively.
- Lowered Morale: Seeing or experiencing insubordination can create a bad atmosphere and increase tension among staff.
- Workflow Disruption: Insubordination can cause delays and confusion in day-to-day tasks.
- Damaged Reputation: Ongoing issues with insubordination can harm the company’s image and affect how clients and potential hires view the organization.
- Legal and Financial Issues: Serious cases of insubordination, like harassment, can lead to legal trouble and financial losses for the company.
How to Handle Insubordination at Work
Managers must address insubordination effectively to maintain a respectful and productive work environment. Handling these situations promptly can help create a balanced and positive workplace. Here are some key steps to follow:
#1. Stay Calm and Professional
Staying composed is important even if an employee is upset or behaving negatively. Responding neutrally to disrespectful behavior helps prevent unnecessary conflict. If emotions are high, it may be best to step away and revisit the issue later.
#2. Make It Clear the Behavior Is Unacceptable
Sometimes, employees don’t realize their actions violate company policies or come across as disrespectful. Clearly state that their behaviour is inappropriate and, if needed, refer them to the company handbook for clarification.
#3. Understand the Root Cause
Please discuss with the employee why they are acting this way. They may not be aware that their behavior is problematic, or they might be dealing with personal issues that influenced their actions. Understanding the reason can help resolve the situation more effectively.
#4. Take Action If Necessary
Depending on the severity of the situation, management may need to take disciplinary action, such as verbal or written warnings, suspension, demotion, or even termination. If the employee agrees to improve, monitor their progress to ensure they meet expectations.
#5. Keep a Record of the Incident
Documenting insubordination cases is crucial for tracking an employee’s behaviour over time. Keep records of what happened, the steps taken, and any agreements made. Have all parties involved sign the documentation to confirm accuracy.
#6. Prevent Future Issues
Ensure company policies are clearly outlined in the employee handbook to reduce insubordination. Conduct training sessions or workshops to reinforce expectations and disciplinary procedures. Encourage open communication so employees feel heard. This can help prevent similar problems in the future.
Related Articles
- Best Strategies for Reducing Employee Turnover in 2025
- HR REPORT SAMPLES AND TEMPLATES: A Guide to Perfect HR Reporting
- Essential Skills That Make an Effective Chief Human Resources Officer