Guidelines for Effectively Implementing a Performance Improvement Plan (PIP)
What do you do when you have an underperforming employee who you have made previous attempts to correct through verbal or written redirection? Consider placing them on a Performance Improvement Plan (PIP). We have outlined key steps for implementing a PIP and common pitfalls to avoid. Following these guidelines will help ensure a successful PIP for the company and the employee.
Key Steps for Implementation:
Identify the Problems: Clearly outline employee performance issues. Providing examples can help clarify the situation.
Show the Impact: Explain how the employee's performance affects the team, department, and overall organization. This context is crucial for understanding the importance of improvement.
State Measurable Expectations: Clearly define successful performance, including specific, quantifiable metrics or goals.
Make Suggestions for Improvement: Offer practical recommendations for meeting the established expectations. For instance, if the error rate is too high, suggest methods for double-checking work.
Establish a Timeline: Set a definitive date by which the performance benchmarks must be met, or when performance will be reassessed. Ideally, this evaluation should occur within 30 days.
Communicate Consequences: Clearly outline the repercussions that may follow if the performance objectives are not met.
Common Pitfalls to Avoid:
Vagueness in Communication: Avoid being general about performance issues. Specificity helps the employee understand the areas that need improvement.
Lack of Concrete Examples: Failing to provide specific examples can lead to confusion and denial about the performance issues.
Improper Delivery Method: Do not administer a PIP through phone or email; these discussions should be conducted face-to-face to ensure clarity and convey seriousness.
Assumptions About Employee Reactions: Be aware that the employee may record the meeting without informing you. Conduct the meeting professionally.
Expect Employee Engagement: View questions from the employee as a positive sign of their concern for improvement, rather than as defiance.
Unclear Time Frames: Provide a clear timeline for when performance improvements are expected and maintain focus on this aspect.
Ambiguity About Consequences: Be specific about the potential outcomes if improvement is not achieved.
Fear of Hurt Feelings: While empathy is essential, do not hesitate to deliver constructive feedback that the employee needs to hear.
Emotional Reactions: Conduct the meeting when you can remain calm and composed, regardless of frustrations.
Open Mind: Be open to the possibility that the employee may take the PIP seriously and work towards significant improvement.
If a Performance Improvement Plan (PIP) yields little to no improvement, it doesn't mean it's failed. A PIP can still have positive effects: it reinforces your commitment to fairness and due process and demonstrates your seriousness about behaviors and performance. Additionally, while the PIP process should remain confidential, its outcomes will still be felt by team members, whether they involve improvement or role removal.
