Wilfredo D. Padilla Jr

Performance Improvement Plan (PIP) Guidelines Step 1: Document Performance Issues Supervisors/Managers should identify and document the Areas for Improvement (AFIs)/Issues/Failed Targets or Metrics of the employee. Issues should always be objective, factual and specific. Take note of all the needed information below: Relevant dates Description of AFIs/Issue/Target or Metric needed to be improved Expected targets and goals versus actual performance Explanation of possible consequences Plan of action/ Date of Follow up (to check if plan of action was executed based on what was agreed upon) Signatures of the manager and the employee. Evaluation of the plan of action and overall performance improvement plan. Step 2: Develop an Action Plan Create an action plan collaboratively based on the employees understanding and some ideas that you have. Make sure that the employee would take part and ownership of the issue. The action plans should be Specific, Measurable, Accurate, Relevant and Time-Bound (SMART). The supervisor/manager should determine if the employee may need any additional resources, time, training or coaching to meet these objectives. The employee should know exactly what management will do in achieving these goals. This action plan should set performance expectations and the consequences for not meeting those objectives should also be defined. If termination is a possibility, it should be clearly communicated/explained in the plan document. Always check for understanding and make sure that the employee concurs. Step 3: Review the Performance Plan Prior to meeting with the employee, the supervisor should seek assistance from his or her manager or HR to review the PIP. This is also to ensure that the documentation is stated clearly, without bias and without emotion. The third party can also review the suggested action plan (timelines should always be 30, 60 and 90 days). Step 4: Meet with the Employee During this meeting, the supervisor must clearly lay out the areas for improvement and plan of action. Do the sandwich approach (positive-negative-positive) and make sure that you are doing it objectively. Review and answer any possible questions and include it in the document if necessary. Both the supervisor and employee should sign the PIP form. Step 5: Follow Up Establish a regular follow-up meetings (weekly, biweekly or monthly), which can be outlined in the PIP. In this meeting, any progress should be discussed and identify potential roadblocks or any support that the employee will need. Step 6: PIP Conclusion If the employee does not show any improvement or refuses to commit to the PIP, then the supervisor should close the PIP and inform HR for a possible reassignment, transfer or demotion or terminate employment based on the specific circumstances. Supervisor/Manager has the option to extend the PIP for one more month when the employee does show some improvement or unable to achieve only some of the action plans. When the employee has responded positively and has meet the set targets and objectives, the supervisor/manager should formally close the PIP, inform HR that the employment will be continued. Note: Each Team/Department/LOB can set the guidelines as to when will their PIPs be lifted. Normally it is lifted if the employee passes 2 consecutive months.