One of the most challenging, but most important aspects of a supervisor’s job is managing employees who are struggling with performance. An essential tool at your disposal is a Performance Improvement Plan (PIP), which is designed to correct performance deficiencies within thirty, sixty, or ninety days. Familiarize yourself with when and how to implement a Performance Improvement Plan with these guidelines:
When to Implement a Performance Improvement Plan
An important first step is to determine whether an employee’s poor performance derives from behavior or ability. A PIP is for employees who require additional training or monitoring because of their inability to complete tasks, rather than poor behavior that may require disciplinary action. PIPs are typically introduced after the manager has taken appropriate steps with informal coaching without much improvement from the employee. Start by asking yourself these questions to determine if a PIP is the right tool:
- Is this the first time the issue has come up?
- Do they have other performance issues?
- Is the issue primarily a performance problem, such as missed deadlines or low-quality work, as opposed to behavioral problems, such as unwillingness or carelessness?
- Are the performance goals/expectations clear and reasonable? Does the employee understand these goals?
- Have you discussed with the employee specifically where they are not performing satisfactorily?
- What resources or tools have been made available to assist the employee?
- Have they been reluctant to change in the past?
There are situations where the answers to these questions may point toward a lack of skill, ability, knowledge, or competence—like if an employee has not received adequate training to be able to successfully complete high-quality work in a timely manner. A Performance Improvement Plan will likely be helpful in improving the employee’s performance in scenarios like this. In other scenarios where an employee is refusing to work because of disinterest or a lack of effort, disciplinary action would take place rather than a PIP.
How to Implement a Performance Improvement Plan
Start by identifying the current performance gap and the expected outcome the employee should be achieving. With the employee’s help, you will dive into the specific knowledge, skills, or abilities the employee needs to improve by creating an action plan. Remember, a PIP is intended to provide employees with the resources they need to improve their performance within a 30-, 60-, or 90-day period. It’s important to regularly meet with your employee to discuss the current performance gap, clarify the intent and purpose of the PIP, and set a clear expectation for what the employee needs to achieve for success. You should also provide resources like LinkedIn Learning courses or webinars, helpful articles, mentoring by a supervisor or designated staff member, and/or job shadowing to help the employee meet expectations.
Throughout the implementation process of a Performance Improvement Plan, managers should be thoroughly documenting the employee’s progress toward expected outcomes. You will set, approve, and discuss objectives with the HR approver, track employee progress, attend 1:1 reviews with the employee, and assign and complete the Performance Improvement Plan in SuccessFactors. The ideal steps and timeline for this process are outlined in the Performance Improvement Plan SuccessFactors Job Aid for Managers. Consistent documentation in SuccessFactors supports the employee in their performance and provides a source for clear and thorough communication between you, your HR team, and your employee.
Performance Improvement Plan Outcomes
Following the implementation of the Performance Improvement Plan, you should provide ongoing feedback (positive or constructive) and additional resources as necessary. Schedule time for weekly check-in meetings, and be open to questions, feedback considerations, and concerns from your employee.
If the employee reaches their expected outcomes by the end of the 30-, 60-, or 90-day period, their Performance Improvement Plan can be concluded. Performance Improvement Plans shorter than 90 days can be extended up to once in circumstances where the employee’s goals are not reached. Circumstances where employees are not showing improvement after a Performance Improvement Plan typically result in discipline or even dismissal of the employee. To avoid this outcome, it’s vital to frequently check in with the employee, validate their good performance, identify ways to continue their growth, and recognize and acknowledge their wins. By following these recommendations for Performance Improvement Plans, managers can encourage employees to learn and grow into their roles and meet their goals for the betterment of the organization.