Performance Improvement Plan
When employees have recurring documented performance issues, supervisors can create a performance improvement plan (PIP) for them. These are formal documents that specify the problems that need addressing, contain a clear list of goals that the employee needs to achieve, and it sets out a timeline for reaching those goals.
Applied correctly and with the right timing, a performance improvement plan can be a powerful tool for both the supervisor and employee.
Supervisors are encouraged to write a PIP in SMART format. The SMART acronym is broken down as follows:
Specific: Specifically define what you expect the employee to do/deliver. Avoid generalities and use action verbs as much as possible. The level of detail you need to provide depends on the employee’s personality and their experience level.
Measurable: You should be able to measure whether the employee is meeting the goals or not. timeliness.
Attainable/Achievable: Make sure that accomplishing the goal is within the employee’s realm of authority and capabilities. While considering whether a goal is attainable/achievable, you also need to consider the employee’s total set of goals. While each individual goal may be attainable/achievable, overall, you may be assigning the employee more goals than they could reasonably be expected to successfully complete within the PIP period.
Realistic: Can the employee realistically achieve the objectives with the resources available? Ensure the goal is practical, results-oriented and within the employee’s realm of authority and capabilities.
Time-bound: Provide the date that the goal needs to be completed.
- The PIP is a tool to provide additional structure, guidance, and support to the employee in an effort to resolve the performance issue.
- A PIP is not considered discipline and should not be used with the intent to terminate an employee.
- Consult with the Office of Staff Relations in the event that a PIP is being considered.
The following tips should be considered when assessing employee performance during the PIP process.
- Discuss concerns.
- Highlight the ways in which the employee’s performance deviates from expectations and the impact to business operations.
- State the potential outcomes following the completion of a PIP (e.g. successful completion, PIP extension, termination).
- Review corrective measures.
- Inform the employee that there will be regular check-in meetings during the PIP period.
- Regularly meet with the employee during the PIP to discuss progress, provide additional guidance, feedback and support, using the PIP check-in form.
- Talk to the employee about improvement shown and any ongoing concerns.
- Ensure there is time for the employee to ask questions.
- Consult with the Office of Staff Relations at least 2 weeks prior to the end of the PIP period.
- Review the PIP outcome for your employee.