Performance a Improvement Plan at work
A Performance Improvement Plan (PIP) is a structured document designed to help employees improve their performance when they’re not meeting job expectations. It’s typically executed when an employee’s work falls below the required standards. The causes can vary, including low productivity, missed deadlines, or quality issues.
A PIP generally includes:
1. Clear performance expectations so that both party can see the results from improvement which are generally measurable
2. Specific areas needing improvement so that the employee can focus and put priority on areas that he or she must work on
3. A timeline for improvement so that further feedback, guidance and coaching can be provided. Generally from 15 days to 30 days to touch base with interim review is highly recommended.
4. Support and resources for the employee.
5. Consequences if the goals aren’t met. This is often missed out in many PIPs.
The duration of a PIP can vary but is often around 15-90 days. To manage a PIP effectively:
– Clearly communicate expectations with Specific, Measurable, Achievable, Realistic and Timely (SMART) key results area (KRA) which can be quantitative and qualitative
– Provide guidance and coaching.
– Monitor progress regularly from weekly to fortnightly and definitely monthly so that effective intervention can be put in place
– Offer support and training.
– Regularly review and give feedback as part of it regular monitoring process.
– The above process must be documented and agreed upon
A warning letter is not always necessary as part of a PIP but it may be used in some cases. However, in situations where there have been severe or repeated performance issues, a warning letter might precede PIP to officially document the problems and make the consequences of continued poor performance clear. Warning letter can also be issued in the event that the employees continually fall short despite having PIP in place.
Example: If an employee’s productivity and delivery have repeatedly fall below the agreed targets , a warning letter may be issued before implementing a PIP to emphasize the seriousness of the situation coupled with areas and productivity to be improved over a 15 to 30 days and 60 days.
It is important to communicate openly and be supportive during the PIP to increase the chances of improvement as there are times the employees may be undergoing some personal issues outside work that is affecting their performance. At times it may involved releasing the employees on leave to resolve their personal issues and/or renegotiate remuneration package based on part time depending on circumstances.
Disclaimer: Every situation and business or country is different and it depends on the policy and the management of the employee by the company. The example above may not apply to you or your business and the law may change from time to time. Kindly engage your the relevant Professional for proper advice accordingly.
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