Understanding Performance Improvement Plan Templates

With a performance improvement plan template, you get a tool to make a personalized, action-focused, step-by-step plan. This helps employees who are not meeting their manager’s expectations or need a more organized way to improve.

What Is a Performance Improvement Plan Template?

A performance improvement plan template is a document that helps employees understand their skills, find training needs, and set clear expectations for their job. It is used when an employee is not meeting job expectations. When done right, it can be a positive tool to bring managers and employees together, making the job better and more satisfying.

Every performance improvement plan template is different for each employee. It lists gaps and steps to make things better, matching the job roles and expectations. It is not the same for everyone and needs input from managers, supervisors, employees, and HR.

HR's role includes:

• Deciding when a PIP is right for the situation.
• Collaborating with managers to make a fair PIP.
• Guiding employees and managers.
• Checking whether targets are met, as PIP goals have deadlines for accountability.

What Makes a Good Performance Improvement Plan Template?

The best performance improvement plan template depends on what you need. For instance, you may need one that follows up on regular performance reviews or one that helps with resource allocation.

When you aim to enhance workload management or tackle specific issues within your team, a quality performance improvement plan template must include measurable objectives and thoroughly address performance problems. While templates may differ, the most effective ones share a few essential features:

• Simple Overview: The performance improvement plan template must provide a quick overview, making it easy for anyone to understand and evaluate.
• Visual Emphasis: Avoid long paragraphs and use visuals to highlight the employee's progress. Clear visuals help set expectations.
• Mutually Beneficial Takeaway: The template must have a section that clearly outlines the next steps. This ensures that the recommendations in the performance improvement plan are put into action.
• Intuitive Color Coding: Use colors to signify different performance levels. For example, red can indicate poor performance, yellow for meeting expectations, and green for high or acceptable performance. Color coding reduces confusion and sets clear expectations.
• Easy Tweaking Over Time: A flexible template is crucial. You want to track employee performance improvements and incorporate any feedback. The more adaptable the performance improvement plan template, the better.

No matter the specific performance improvement plan template you choose, when it includes these features, you are on the right track.

How to Develop a Performance Improvement Plan (PIP)

• Assess the Need for a PIP

Before you decide to use a Performance Improvement Plan (PIP), it is crucial to assess how valuable the employee is, whether you can address and improve their performance issues, and whether there is a good chance of getting positive results. When you see the employee as valuable, think you can fix the performance problems, and believe there is potential for positive outcomes, then a PIP is a helpful and good option.

• Involve the Employee

Empowering employees is a crucial part of the PIP process.  Include them in the whole journey, from defining expected performance to finding areas to improve, and asking for their ideas on how to enhance performance to create a sense of ownership. This way, you make sure the employee is engaged in the PIP's results and is dedicated to achieving the goals and deadlines you established together.

• Draft the PIP

Creating an effective PIP requires collaboration between HR and managers. The process involves defining acceptable performance, specifying areas where performance falls short, identifying root causes, and setting measurable objectives and SMART goals. The plan must include a list of actions, milestones, assessment criteria, and deadlines. Emphasizing positive outcomes for both the employee and the business is integral to the drafting process.

• Define Resources and Support

Determining the resources, training, or coaching needed is a collaborative effort between HR and managers. This step involves seeking input from employees on the type of support they believe will benefit them the most. It is crucial to define the budget based on the anticipated benefits of improved performance to ensure that the necessary resources are allocated appropriately.

• Schedule Regular Check-Ins

Regular check-ins are crucial for keeping an eye on the PIP's progress. HR and managers must work together to see how the employee is doing. Managers must make sure to have regular check-ins with the employee as well. The PIP clearly defines these check-ins, including specific deadlines, making sure you have a structured and accountable way to track progress.

Performance Improvement Plan Template

Example 1: Improving Attendance and Punctuality

Goal: Decrease instances of being absent and late.

Objectives:

• No missing work for 8 weeks.
• Always be on time for shifts.

Problem: The plan must show the employee how their absences and late arrivals affect colleagues and the business. Find out why they are absent—such as transport or childcare issues.

Plan: Provide support based on the challenges. For instance, when they have transport issues, help them get more reliable transportation. When it is a childcare problem, adjust their shifts.

Check-ins: Every Monday at 10 am for the next 12 weeks.

Metrics: Keep track of whether the employee arrives on time for each shift.

Example 2: Meeting Design Deadlines

Goal: Meet graphic design deadlines to ensure timely completion of social media campaigns.

Objectives:

• Graphic designer meets design deadlines.
• Social media campaigns go live on time. 

Problem: The designer is excellent but struggles with deadlines, causing delays and lost sales. The issue is time management and excessive focus on details.

Solution: Time management training and quicker decisions from an art director for artwork approval.

Plan: Clearly define how long each job must take. Provide time management training and tools. Adjust the approval process so the art director decides earlier, following a schedule.

Check-ins: Fridays at 11 am to review the week’s deadlines.

Metrics: Track time spent on jobs and ensure assets are deployed within deadlines.

Implementing a Performance Improvement Plan (PIP)

Reviewing the Performance Plan

Before discussing the PIP with the employee, it is crucial to review the draft, preferably with an HR representative. Keep in mind that the purpose of a successful PIP is to aid the employee, not to function as a punitive measure.

During the review, check for the following:

Absence of Bias: Make sure the plan is fair to the employee and not biased for reasons unrelated to performance.

Fair Objectives and Reasonable Timeframe: Confirm that the objectives set are fair, and the timeframe provided for improvement is reasonable.

Provision of Tools and Training: Confirm that the employee has the required tools and training to improve their performance.

Implementing the PIP: After drafting the performance improvement plan, follow these steps for implementation:

• Personal Meeting with the Employee: Conduct a face-to-face meeting with the employee to discuss the PIP. Given the sensitivity of PIP discussions, a personal approach is essential.
• Communicate Goals and Timeline: Communicate the goals and timeline outlined in the PIP during the meeting. Providing specific targets gives the employee a clear path to improvement.
• Q&A Session: Allow the employee an opportunity to ask questions and seek clarification. Make the PIP a collaborative effort, ensuring they understand expectations and how to meet them.
• Monitoring Employee Progress: Track the employee’s progress toward meeting the PIP goals. Schedule regular follow-up meetings to monitor efforts and be prompt to address any questions or concerns. This ongoing support helps keep employees motivated.

End of PIP

At the end of the PIP timeframe, schedule a final meeting to discuss the outcomes. When the employee has not met expectations, consider implementing a second PIP or proceed with disciplinary actions according to company policies.

In conclusion, Human Resources plays a crucial role in determining the need for and effectiveness of a performance improvement plan (PIP). When executed effectively, the PIP acts as a valuable tool, guiding employees to make positive changes that benefit the overall business.