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How do you report Performance Improvement Plan results?

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A performance improvement plan (PIP) is a tool to help employees who are struggling to meet their goals or expectations. It outlines the specific areas of improvement, the actions to be taken, the resources and support available, and the deadlines and measures of success. A PIP is not a punishment, but a constructive way to help employees grow and develop their skills.

However, a PIP is not a one-time event, but a continuous process that requires regular monitoring and reporting. Reporting the results of a PIP is crucial to evaluate the progress and impact of the plan, as well as to document the outcomes and decisions. Here are some tips on how to report PIP results effectively.

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Elisa Trisnawati

Human Capital / Handwriting Analysis - Certified KAROHS International School of Handwriting Analysis

1 Define the report format

Before you start writing the report, you need to decide on the format and structure of the document. Depending on the purpose and audience of the report, you may choose to use a formal or informal style, a narrative or a table format, and include different sections and details. For example, a report for the employee's file may be more detailed and comprehensive than a report for a senior manager or a HR representative. A report for a performance review may focus more on the achievements and feedback than a report for a disciplinary action. A report for a PIP completion may include a summary and recommendations than a report for a mid-term check-in.

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Elisa Trisnawati

Human Capital / Handwriting Analysis - Certified KAROHS International School of Handwriting Analysis
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Yes agree, performance reports should not be filled with reports about discipline but rather on progress as a result of development, constraints encountered by employees and feedback or solutions to obstacles to be worked on in the next development phase.

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2 Gather the data and evidence

To write a credible and objective report, you need to collect and analyze the data and evidence that support your assessment of the PIP results. This may include quantitative data, such as metrics, indicators, scores, or ratings, as well as qualitative data, such as observations, feedback, testimonials, or examples. You should also review the original PIP document and compare the actual results with the expected outcomes and criteria. You should also consider any factors that may have influenced the results, such as changes in the work environment, resources, or expectations.

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3 Highlight the achievements and challenges

The main purpose of the report is to highlight the achievements and challenges of the employee during the PIP period. You should acknowledge and celebrate the areas where the employee has improved, met, or exceeded the goals and expectations. You should also identify and explain the areas where the employee has faced difficulties, missed, or failed to meet the standards or expectations. You should provide specific and constructive feedback on both the strengths and weaknesses of the employee, as well as the impact of their performance on the team and the organization.

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Lotanna Paulson

Performance Manager |HR Compliance Administrator | Building capacity and Talent Development | Data Inquisitor | Facility Manager
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This is agreeable, as most times managers tend to ignore the challenges faced by the staff in executing their PIP action plan. Ignoring this accept, only crunches that developmental phase and makes the review process less wholistic. Achievements and Challenges should be highlighted and addressed.

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4 Provide recommendations and next steps

The report should also provide recommendations and next steps for the employee, the manager, and the organization. Depending on the results of the PIP, you may suggest different actions, such as extending, modifying, or terminating the PIP, continuing, changing, or ending the employment relationship, recognizing, rewarding, or disciplining the employee, or providing additional training, coaching, or support. You should also outline the rationale and consequences of your recommendations, as well as the timeline and process for implementing them.

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5 Review and share the report

Before you finalize and share the report, you should review it for accuracy, clarity, and completeness. You should also check for any errors, inconsistencies, or biases in your writing. You should also ensure that the report follows the format and guidelines of your organization, as well as any legal or ethical requirements. You should also share the report with the employee and discuss it with them in a respectful and supportive manner. You should also share the report with any relevant stakeholders, such as HR, senior management, or other team members, and seek their input and approval if needed.

Reporting PIP results is an important part of performance management. It helps you to evaluate and document the employee's performance, as well as to provide feedback and guidance for their future development. By following these tips, you can write effective and professional reports that reflect the results and impact of your PIPs.

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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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Elisa Trisnawati

Human Capital / Handwriting Analysis - Certified KAROHS International School of Handwriting Analysis
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a performance improvement plan is a program that is carried out by mutual agreement between superiors as coaches or mentors and their subordinates that will be developed.

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Lotanna Paulson

Performance Manager |HR Compliance Administrator | Building capacity and Talent Development | Data Inquisitor | Facility Manager
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Constructive follow up with the concerned staff is necessary, even before the report consolidation timeline. This helps keep all parties involved abreast about all happenings in a timely manner.

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How do you report Performance Improvement Plan results?

1

2

3

4

5

6

1 Define the report format

2 Gather the data and evidence

3 Highlight the achievements and challenges

4 Provide recommendations and next steps

5 Review and share the report

6 Here’s what else to consider

Performance Management

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How do you report Performance Improvement Plan results?

1

2

3

4

5

6

1 Define the report format

2 Gather the data and evidence

3 Highlight the achievements and challenges

4 Provide recommendations and next steps

5 Review and share the report

6 Here’s what else to consider

Performance Management

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