What Steps Should Be Taken When an Employee Needs a Performance Improvement Plan?
Ah, the Performance Improvement Plan. Just hearing the phrase might send a shiver down the spine of employees and managers alike. For many, PIPs have become synonymous with doom—a formality before termination rather than a genuine effort to support improvement.
But what if we flipped the script? What if a PIP was used as it was meant to be: a roadmap to help employees succeed? When thoughtfully designed and handled with care, a PIP can be a powerful tool to realign expectations, provide support, and give employees a fair opportunity to thrive. Here’s how to approach a Performance Improvement Plan with growth in mind.
Determine When a PIP Is Needed
The first step is recognizing when a PIP is actually necessary. It’s not the opening move when performance slips. Before formalizing anything, have open, honest conversations with the employee.
Ask Questions: Do they know their performance isn’t meeting expectations?
Give Feedback: Have you provided clear guidance and the chance to improve informally?
A PIP should only come into play after these avenues have been exhausted without improvement.
Set the Right Tone
Many employees hear “PIP” and assume it’s a signal their days are numbered. Counter this perception by being transparent about the plan’s true purpose: to help them succeed.
Frame it as a collaborative effort, not a punitive one. Emphasize that this process is about working together to address challenges and find solutions—not about assigning blame.
Design Clear and Measurable Goals
Clarity is everything when creating the plan itself. A vague “improve your work” won’t cut it. Outline specific, measurable goals that the employee needs to achieve.
For example:
Instead of saying, “Be better at communication,” say, “Submit weekly project updates to the team by 4 PM every Friday.”
The more precise the goals, the easier it will be for both you and the employee to track progress.
Establish Timelines and Milestones
A PIP shouldn’t be an open-ended process or something that drags on for months. Define a clear timeline with milestones along the way.
For example:
If the PIP lasts 60 days, break that period into smaller checkpoints to assess progress.
These bite-sized steps make the process manageable and reduce overwhelm.
Provide Support and Resources
Support is a key ingredient often overlooked in PIPs. This isn’t just about telling an employee to “fix it” and hoping for the best.
Ask Yourself: What tools, resources, or training could help them succeed?
Examples:
Mentorship from a senior colleague.
Access to a new system that simplifies their workflow.
Additional time to complete tasks or deadlines.
Providing these resources shows that you’re genuinely invested in their growth and not just setting them up to fail.
Maintain Regular Communication
Don’t hand over the plan and disappear. Schedule regular check-ins to discuss progress, offer feedback, and address any challenges they’re facing.
These conversations keep the process collaborative and allow you to make adjustments if needed. Regular communication also helps reinforce trust and accountability.
Evaluate Fairly at the End of the PIP
At the conclusion of the PIP, it’s time to evaluate fairly:
If Goals Are Met: Celebrate their success and discuss how to maintain the momentum.
If Goals Aren’t Met: Have an honest conversation about next steps.
While termination might sometimes be necessary, it should feel like the conclusion of a fair and transparent process—not a decision made in haste or without due effort.
Reflect and Improve
Take a step back to reflect on the bigger picture:
What led to the performance issue in the first place?
Were expectations unclear?
Did the employee lack the tools or training to succeed?
Use the experience to improve your processes and prevent similar situations in the future.
The Bottom Line
A PIP doesn’t have to be dreaded. When used properly, it’s a way to invest in your team, create accountability, and strengthen your business.
Need help designing PIPs that are fair, constructive, and effective? Peopleish is here to guide you. Let’s make performance improvement something everyone can actually look forward to.
