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How can you use performance improvement plans to help underperforming employees?

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As a supervisor, you may encounter employees who are not meeting the expected standards of performance, quality, or behavior in their work. This can affect the productivity, morale, and reputation of your team and organization. How can you use performance improvement plans (PIPs) to help underperforming employees improve their performance and achieve their goals? In this article, we will explain what PIPs are, why they are important, and how to create and implement them effectively.

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1 What is a PIP?

A PIP is a formal document that outlines the specific areas of improvement, the actions and resources required, the timeline and milestones, and the consequences of failing to meet the expectations for an underperforming employee. A PIP is not a disciplinary action, but rather a supportive and constructive tool to help the employee overcome the performance gaps and align with the organizational objectives. A PIP should be developed in collaboration with the employee and based on clear and measurable criteria.

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Paul Eder, PhD

I Lead You to New Insights | Strategy Consulting, Artificial Intelligence, & Data Innovation | Author of FIRESTARTERS
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Performance Improvement plans are a tool . Their purpose is not to facilitate a termination - though they're often used that way. Rather, when used correctly, they're a tool for communicating to an employee that you believe in their possibility.

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Shiyas Ali

IIoT | SCADA | AUTOMATION | DATA ANALYTICS
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A Performance Improvement Plan (PIP) is not just a tool for addressing performance issues but an opportunity for individuals and organizations to excel. It serves as a structured path for growth, fostering open communication, setting clear expectations, and promoting accountability. PIPs empower employees to take ownership of their development, offer support for improvement, and contribute to a culture of continuous enhancement. In the end, PIPs can lead to increased job satisfaction, skill development, and a stronger, more successful team.

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Mehmood Ali

Senior Surveyor at Shaksy Engineering Service
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Performance improvement plans (PIPs) can help underperforming employees by setting clear expectations, goals, and timelines for improvement. They provide a structured path for employees to address their deficiencies, offering support and feedback. PIPs can motivate employees to enhance their performance, ultimately benefiting both the individual and the organization.

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Julian Harrison
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To aid Helpers: Lay it all out. 1-jot down work order package 2-jot down operation you will be signing onto 3-view torques and get and record all TW IDs and cal due dates 4-get all needed wrenches 5-post all required signs 6-circle slash all package prerequisite 7 - 100

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Olivier T.

Section Commander | Canadian Armed Forces | Troop Stewardship, Personnel Management
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Never use a write up as reprimand, you'll alienate your employee and plant a seed of disloyalty. Ask how they're doing at home, what could cause the shortcoming. Many people struggle at home, or are dealing with workplace situations that require conflict resolution. Regardless, it's good to show genuine care for their wellbeing and offer assistance programs if they're required.

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2 Why use a PIP?

A PIP can benefit both the supervisor and the employee in several ways. For the supervisor, a PIP can help to document the performance issues, communicate the expectations and feedback, provide coaching and guidance, monitor the progress and outcomes, and justify any further actions if needed. For the employee, a PIP can help to understand the reasons and consequences of underperformance, identify the strengths and weaknesses, access the support and resources, set and achieve realistic and attainable goals, and demonstrate commitment and improvement.

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Pavel Klimov

PMP | Construction Management Professional
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It is crucial that performance expectations are very clearly set when a new member joins the team in the first place, and should the employee performance later not meet the targets, it will be easier to discuss them and jointly work out a PIP.

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3 How to create a PIP?

Before creating a PIP, you should review the employee's performance history, gather relevant evidence and data, and consult with your human resources department or manager. Additionally, you should schedule a meeting with the employee to discuss the performance issues, listen to their perspective and concerns, and explain the purpose and process of the PIP. When creating a PIP, you should define the specific areas of improvement and expected standards of performance. Additionally, you should identify the root causes of underperformance and how to address them. Furthermore, you should establish the actions and resources that the employee and supervisor will take to support the improvement process. Additionally, you should set a timeline for completing the actions and achieving the standards. Moreover, determine indicators and methods for measuring and evaluating performance improvement. Finally, outline the consequences of not meeting expectations or complying with the PIP.

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dr. Felicia S.

Hospital Director and Healthcare Operation Director | Master of Occupational Health Medicine | Master of Healthcare Management | Healthcare Management Expert and Instructor
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Clear Communication: Initiate a candid and respectful conversation with the underperforming employee to outline the specific areas where improvement is needed. Be clear about your expectations, goals, and the consequences of failing to meet those expectations. It's essential to maintain an open and non-confrontational tone, focusing on the opportunity for growth and development.

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Pavel Klimov

PMP | Construction Management Professional
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Planning a discussion with an underperforming employee that will include a point of potential consequences of the failure to return to expected level, it might be prudent for a team lead / manager to be mindful of Labour Law provsions in the specific state and seek HR advice in advance.

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4 How to implement a PIP?

After creating a PIP, you should review it with the employee, ensure that they understand and agree with it, and obtain their signature on the document. You should also provide a copy of the PIP to the employee and keep one for yourself. To implement a PIP, it is important to provide regular and constructive feedback to the employee on their performance improvement, both verbally and in writing. Additionally, frequent and scheduled meetings should be conducted with the employee to review progress, challenges, and achievements. The PIP should be adjusted as needed based on changing circumstances or new information. Moreover, recognition and reward should be given to the employee for their efforts and improvement. Finally, document the results and outcomes of the PIP and share them with the employee and relevant stakeholders.

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dr. Felicia S.

Hospital Director and Healthcare Operation Director | Master of Occupational Health Medicine | Master of Healthcare Management | Healthcare Management Expert and Instructor
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Collaborative Goal Setting: Work with the employee to set achievable and measurable performance goals. Ensure these goals are specific, realistic, and time-bound. Collaborative goal setting empowers the employee to take ownership of their improvement and provides a sense of agency in the process. The goals should align with the employee's job responsibilities and the organization's objectives.

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5 How to handle PIP challenges?

During the PIP process, you may face some challenges or difficulties, such as resistance, denial, or resentment from the employee, lack of cooperation or communication, or insufficient or inconsistent improvement. To handle these challenges, it is important to maintain a positive and respectful attitude and relationship with the employee. Additionally, it is essential to communicate clearly and openly with the employee and address any issues or concerns promptly and professionally. You should also provide specific and objective examples and evidence of the performance issues and improvement. Reinforcing the expectations and consequences of the PIP while holding the employee accountable for their performance is key. If needed, you should also seek support and advice from your human resources department or manager.

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dr. Felicia S.

Hospital Director and Healthcare Operation Director | Master of Occupational Health Medicine | Master of Healthcare Management | Healthcare Management Expert and Instructor
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Regular Feedback and Support: Throughout the PIP period, provide consistent feedback and support. Regular check-ins allow you to track progress, offer guidance, and address any obstacles or challenges the employee may be facing. Recognize and celebrate small improvements to keep the employee motivated. If, after the PIP period, the employee's performance remains subpar, be prepared to take appropriate actions, such as further training, reassignment, or, if necessary, termination.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Ryan McCaslin

Operations Manager at Tilson
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Just make sure everyone is on the same page. All parties understand the objective, the timeline, the goals, the support, the consequences if they fail and or succeed etc…

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How can you use performance improvement plans to help underperforming employees?

1

2

3

4

5

6

1 What is a PIP?

2 Why use a PIP?

3 How to create a PIP?

4 How to implement a PIP?

5 How to handle PIP challenges?

6 Here’s what else to consider

Supervisory Skills

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How can you use performance improvement plans to help underperforming employees?

1

2

3

4

5

6

1 What is a PIP?

2 Why use a PIP?

3 How to create a PIP?

4 How to implement a PIP?

5 How to handle PIP challenges?

6 Here’s what else to consider

Supervisory Skills

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