Where to start with a performance improvement plan
PIPs can help facilitate a productive conversation between employees and their supervisor. It helps set up a structured process to help employees improve their work results.
Before writing and implementing a PIP, you might document any relevant areas for improvement. A written record can help you assess the situation, explain the problem and communicate expectations to the employee.
Carefully analyze whether the employee’s underperformance results from issues within your control, such as unclear job requirements, ambiguous professional standards or incompatibilities with management. If you can provide more support or clarity in these areas, the employee’s performance may improve. You might schedule a one-on-one meeting to ask for feedback on whether they’ve been given the means for success.
For example, without sufficient resources or guidance, employees may struggle to advance or complete their job responsibilities. Overlapping job duties could also lead to role conflict, causing those employees to advance more slowly.
If the employee’s performance doesn’t seem to be influenced by external factors, consider drafting a PIP with the worker’s manager or supervisor. These can be effective when the employee isn’t meeting quantity objectives, sales targets or quality standards.
Steps for creating successful PIPs
Once you’ve decided to assign an employee a PIP, you might follow these steps:
1. Discuss the PIP with the employee
Schedule a private meeting with the employee to ensure they understand the situation. You can outline your concerns and explain the specific performance metrics that need improvement. Consider framing the PIP as a positive tool, focusing on how it may help the employee grow.
During this discussion, you may encourage the employee to provide feedback or ask questions. In some cases, they might be able to explain an underlying reason for their performance problems. This may help bring awareness to company processes needing adjustments.
For example, employees may feel new procedures aren’t properly communicated to the entire team, leading to work silos. You may address this by scheduling a quick meeting every morning to discuss production changes and update the entire team.
2. Create a set of achievable goals
Create a list of goals the employee can achieve using a specific, measurable, achievable, relevant and time-bound (SMART) framework. It may be helpful to establish an end goal and outline each step to reach it.
Generally, each goal should have a clear start and end date to help the employee plan accordingly. The chosen goals may vary based on the employee’s job title and work duties.
Consider asking the employee for input in setting goals and objectives. Involving them in the process can help create a sense of responsibility and ownership.
3. Identify the resources and support you can provide
Work with HR and the employee’s supervisor to identify ways to support the employee as they work to improve performance. This might include additional training, access to professional development resources, workplace accommodations or one-on-one coaching.
For example, if the employee is struggling to meet productivity targets, you might offer online courses in time management skills or strategies to prioritize tasks, such as setting their Microsoft Teams to a busy status to complete a deadline.
Once you determine which resources are most effective, you can include them in the PIP. This can help increase workers’ confidence, potentially making the PIP process more successful.
4. Clarify the results of different outcomes
Explain the next steps if the employee can’t achieve the goals in their PIP. Consider formalizing the consequences in a company policy to increase transparency and equality.
5. Communicate with the employee along the way
As the employee works through their PIP, you might plan weekly meetings to monitor progress, discuss challenges and offer additional support. The employee’s direct supervisors may conduct these sessions, although you may also check in occasionally.
If possible, define the meeting schedule in the PIP. A clear framework helps set expectations in terms of communication and the timeline.
- Review the outcome
After the PIP deadline has passed, meet with the employee’s supervisor to discuss the results. Because they likely interact daily with the employee, they can provide detailed information about the worker’s progress.
After you evaluate the employee’s performance, invite the employee to a meeting to discuss the process and outcome. You might also request they complete a self-evaluation in advance so they’re prepared to address specific details. You can also use this time to thank the employee for their cooperation and recognize their efforts.
What to include in a PIP form
A performance improvement plan form generally includes fields for the following information:
- Employee’s name
- Job title
- Department name
- Date the plan was issued
- Specific performance metrics to be improved
- Goals and activities needed to improve performance (with deadlines for each)
- Final target date for completing the PIP
- Expected results, preferably with measurable metrics, such as a higher score on customer satisfaction surveys
- Schedule of progress review meetings with fields for the outcomes
- Final review and results
The form should provide clear points to verify that the employee and their supervisor have agreed to start the PIP process, with fields for both parties’ signatures and dates.
