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Every manager or supervisor will face a situation where one of their team members isn’t performing up to the mark at some point in their career. As a manager and as a team member, it’s frustrating to deal with an underperforming team member. The problem is the employee doesn’t know how to do the job he was hired for, and his poor performance is making other team members less motivated.
Communicate with the employee in a direct and open manner. This is the only way to find out their reasons for underperforming. Work out a plan together to correct the problem. Furthermore, you may find that an employee isn’t performing up to par after a message has been sent. It may be a good idea to give him or her a performance improvement plan.
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What Is a Performance Improvement Plan?
Sometimes, employees are not meeting their responsibilities. After that, their supervisors are supposed to write performance improvement plans for them so they can improve their performance. A performance improvement, or PIP, plan allows businesses to evaluate employees’ work performance and behavior over a certain period of time and offers the employee support and training to raise their performance.
There are many possible outcomes of a performance improvement plan. Such outcomes include an assessment of the skills gap or training needs, or an overall increase in performance. Following are the objectives of a performance improvement plan (PIP):
- Communicate to an employee that his or her performance/behavior isn’t up to the mark
- Determine the reasons performance/behavior isn’t up to the mark
- State clearly what is unacceptable in the employee’s performance
- State clearly what you expect from the employee in the future
- It is very important that you understand, and that you convey to your employee, the repercussions of continued unsatisfactory performance.
A PIP is a great way to identify performance and/or behavior problems and find ways to resolve those problems. However, a PIP will only work if you follow the right steps for developing a PIP and use the appropriate performance improvement plan template. If you have employees with deficient work performances, most of the times providing them with a professional development plan will help correct their substandard performance. Before you create a performance improvement plan, your manager should first check to see if you’ve done the following:
- Discussed the performance issues with the employee by meeting him or her
- Described expectations
- Listened to the employee’s explanation
After the action plan is implemented, it’s important to track progress. If the employee doesn’t improve in roughly a month, further action will be required. If you draft a performance improvement plan in a way that improves performance but causes your employee stress, this may harm the organization more than the benefit of the performance improvement plan.
You can outline clear expectations of the employee, and you should tell them if their performance is lacking. This keeps everyone on the same level and helps them to know what you expect from them. By following an appropriate performance improvement plan template, you will be able to set goals, chart the progress of your employee, measure success.
Performance Improvement Plan Examples
Drafting a performance improvement plan
The performance improvement plan needs to be drafted by the concerned parties involved in the work place. If you are given a copy of the performance improvement plan, you must follow it carefully.
Identify the problem
The performance of the employee had been a concern as the employee has failed to do certain tasks as required. The employee has been repeatedly warned regarding this matter but has not improved. The performance had also been a concern as the employee had some conflicts with other.
Explain what must change and identify the measuring standards for the identified performance or behavior
Start by listing your goals for this quarter. Next, define the specific steps that must be taken in order to reach these goals. These steps should be broken down into manageable portions. For each of these steps, make sure they are specific and measurable.
Establish periodic review dates and identify how long the performance improvement plan will last
Identify a realistic time period for accomplishing the required performance/ behavior change for each area identified in the performance improvement plan. Depending on how much progress you make, the time period may go from one month to six months. However, in extreme cases, you may extend a PIP for more time.
To ensure that the PIP is reviewed, managers should meet with employees to go over it. After receiving feedback from the employee, you may need to modify the plan slightly. The manager and employee should sign the plan once they agree on what changes need to be made.
Apart from regular meetings to discuss progress, managers should also get in touch informally with employees on a monthly basis. An employee’s manager should document how the employee is working to improve their performance, or how they are continuing to need help.
Identify the support and resources available to assist the employee
We make sure he or she has the time to make the needed changes. We also provide him or her with funding for training and materials such as books and software. Furthermore, all of my employees must be given the opportunity to continue their professional development by job shadowing more experienced workers and learning from seminars and conferences.
Outline the consequences
The consequences of not meeting expectations may include temporary job suspension, loss of privileges, extending the PIP for another specified period or termination of employment. Employees need to understand the gravity of the situation, but it’s better not to focus on the negative consequences too much.
Update the plan prior to each PIP review meeting
Since it’s important to remember both the areas in which the employee has improved and the areas in which there is continued weakness, all performance improvement plans must be updated before each PIP review meeting.
Once you finish implementing the performance improvement plan, check to see if the employee’s performance improved. If they do not improve, then you need to discuss with them why that is the case. However, you must not allow your personal feelings to negatively affect the company’s success. As a manager, it is your responsibility to make sure that any employee with performance issues improves, or ultimately, leaves.
Performance Improvement Plan Samples
Performance Improvement Plan Instruction
You can get better results by following PIP guidelines. The guidelines for this are listed below, but first take a look at the guidelines for preparing an employee improvement plan template. Prior to preparing PIP, you must consider the following guidelines:
- Before issuing a PIP, consult with your HR department
- Consider whether or not to use PIP as a way to monitor and measure your progress toward work goals
- You’re writing this PIP to help the employee become more efficient and meet your performance standards
- Identify the problem as well as the improvement required to meet performance standards
- Identify what must change and by when. Also identify how you’ll measure the outcome
- Establish the goals, resources, and time period for meeting the standards
- Schedule follow-up meetings and evaluate whether the employee has met the required performance standards
- Make the employee committed to improvement and involve him or her in the resolution of the deficiencies
- Provide resources and support to the employee
State the expectations clearly
- Keep in mind that performance improvement are not written warnings
- Both the manager and employee should update the PIP on regular basis
- Maintain communication and monitor progress by conducting weekly supervisory meetings
Performance Improvement Plan Template Contents
You’ll find the following four things in a performance improvement plan:
This section includes the employee’s name and position, manager’s name and position and the work area.
Areas of concern:
Trouble with completing projects on time.
Areas for improvement:
This section should expose what the employee could do to improve/ remedy the areas of concern.
Observations, previous discussions, or counseling:
This section should include the manager’s reflection, the discussion held with the employee and the caution done.
These are the resources you can use to get feedback during experiments.
This section lists how will the manager support this employee’s growth.
This section must include a detailed explanation of how you will evaluate your employees’ performance.
Timeline for improvement:
This section should include the performance improve season (start and end date), the date of performance review and date of eventual improvement review.
Consequences & Expectations:
You’ve been placed on Performance Improvement Plan (PIP) for X number of days. Here are the goals I expect you to meet during this time. Finally, it should state the consequences of not meeting those expectations.
This section should include the employee’s name and signature, the manager’s name and signature and the date.
Performance Improvement Plan Templates
It is important that you have a performance improvement plan or PIP for your team members. This will allow them to improve their performance or change their behavior.