How to Write a Performance Improvement Plan

A performance improvement plan or PIP usually indicates that a worker is in trouble. It is a warning signal to the under-performing worker that offers an objective and positive approach to turning around poor employee performance. Most managers dread writing performance improvement plans and usually have a hard time starting. Use the steps in this article to facilitate writing this kind of performance management plan so that your time can be better focused on having a constructive performance review discussion instead.

Difficulty:

Challenging

Instructions

1. Describe in detail the poor performance or situation that necessitates a performance improvement plan. Be brief, concise and to the point. This section sets the background for the PIP and should answer the questions, "what, when, where, why, who and how".

2. Be as impartial as possible. Weed out subjectivity by drafting the PIP document first; putting it aside for a few days, and then re-reading and revising for concreteness.

3. Set specific and measurable performance targets and actionable goals that can be completed in the time limit you have set for the performance improvement plan. Include explicit quality and timeliness measures.

4. Build in a process to keep informed of progress on employee performance goals, and follow-up as agreed.

5. Specify any required re-training or additional technical preparation that will be provided to help improve the employee's performance. Request progress reports and proof of participation.

6. Include an interim performance evaluation mid-way the performance improvement period to assess progress. Mention that it will not be a full appraisal but a review of current progress on performance improvement goals.

7. Ask for suggestions and input from the worker to be included in the PIP.

8. List the positive outcomes of successfully completing the performance improvement plan, and the negative consequences of failing to meet performance criteria.

9. Allow space in the performance improvement plan for the worker's comments. Encourage him or her to carefully think about the PIP and request the worker to date and sign, acknowledging that he or she has read and understands the requirements of the performance improvement plan.

Tips & Warnings

• Every worker is valuable; so write your document from an objective perspective that has the worker's future success in mind.

• Write down your observations of the worker's reaction to the performance improvement plan and discussion.

• Present data from 360 degree feedback in an objective and balanced manner. Discuss composite results, not individual or specific group feedback.

• When you have completed your final draft of the document, ask the Human Resources and/or Legal departments to review it to make sure you do not violate company policy or employment law.

Resources

• Take Your Career to a New Level
• Christian Career Tools