For a team leader, the term “toxic employee” can be scary. You know the type: someone who contributes the bare minimum with a passive or even cynical attitude, yet shows no intention of leaving. Employment law often offers little support for employers in these cases, as rights are protected even when performance is minimal. What’s worse, toxic employees tend to erode workplace morale, viewing everything through a negative lens.

Toxic employees affect more than output – they poison workplace culture. Constant complaints, a sense of entitlement, and hiding behind legal rights while avoiding responsibility can significantly drain team motivation. Some may even perform well during probation, but once real work begins and pressure builds, they go into “defensive mode,” focusing on spotting faults in their employer instead of trying to grow.

These individuals often believe their success is beyond their control. They’re rarely doing work they enjoy or feel aligned with. If they don’t invest in personal development, they carry this same pattern into their next job. And when they leave, it’s often with resentment, blaming the employer for their unhappiness.

Warning Signs: How to Spot Toxic Employees in the Hiring Process

A common trait among toxic employees is an inability to let go of negative emotions. They view the workplace through a lens of stress, defensiveness, or detachment and struggle to snap out of it.
While poor leadership can create these dynamics, this post focuses on cases where the leadership is not at fault and offers ways to avoid such hires altogether.

1. Create a Relaxed and Trust-Based Interview Environment

Don’t make the interview feel too formal. When candidates feel safe and open, their true personality surfaces. That’s when you’ll gain insight into what emotions drive them.

2. Explore Their Attitude Toward the Company and Role

Ask how they feel about the company and the position. Pay close attention to their energy — are they engaged or emotionally flat? Skepticism and fear in the early stages can be red flags.

3. Dive into Past Roles

Ask about each previous job:

  • How did they feel about the role?
  • What did they enjoy?
  • Why did they leave?

If someone has spent years at a job they disliked or has been repeatedly dissatisfied across roles, it suggests a pattern of disengagement.

Contrary to popular belief, changing jobs can be a good sign! It shows initiative and emotional intelligence when someone moves on from a role that doesn’t suit them.

4. Ask About Their Principles, Ethics, and Sense of Fairness

Some people find dishonesty deeply distressing and others don’t. Be alert for signs of rationalizing unethical behavior, such as doing the bare minimum, gossiping, faking productivity, or undermining management. These patterns can harden into habits that are hard to break.

5. Understand Their Relationship With Stress

Stress is unavoidable. The question is how the employee handles it. Ask how they’ve managed stress in the past and what they learned from it. It’s not a red flag if someone admits to past struggles. In fact, it’s a strength. A person who has processed and learned from their stress is more likely to handle future challenges with resilience.

6. Ask Who They Believe Is Responsible for Their Happiness

Do they feel their well-being depends on others? Toxic employees often externalize responsibility, feeling they lack control over their own lives and careers.

7. Talk About Purpose and Alignment

Before hiring, clarify the broader mission of the role. During the interview, ask if the candidate feels connected to that purpose. If the role leaves them cold, that disconnection could show up later as disengagement.

8. Discuss Motivation Beyond Money

Ask what truly motivates them. If the only answer is salary, be cautious. While financial motivation is valid, especially in specific roles, a lack of deeper connection may indicate a poor long-term fit.

This blog post was inspired by Kaido Pajumaa’s thoughts on the topic on Motivaator’s blog.