Individual Performance Improvement Plan (PIP): Manager Guide

This guide walks managers through the complete Performance Improvement Plan (PIP) process before, during, and after meeting with an employee.

Performance Improvement Plans help address performance concerns by establishing clear expectations, measurable goals, ongoing coaching, and documented progress throughout the improvement period.

Performance Improvement Plan Templates

The PIP process includes two templates:

Performance Improvement Plan Initiation

Use this template during the initial meeting to establish the foundation of the Performance Improvement Plan.

The template includes:

  • Expected Performance
    • Expectations based on job descriptions, competencies, policies, or employee handbooks.
  • Current Employee Performance
    • Specific examples of performance concerns.
  • Agreed Improvement Actions
    • SMART goals, action items, and a timeline for improvement.

Performance Improvement Plan and Conclusion

Use this template during follow-up meetings to document progress and record the final outcome of the plan.

The template includes:

  • Progress Notes
    • Weekly updates, discussions, coaching, and feedback.
  • Outcome
    • Whether the employee completed the plan, requires an extension, or did not meet expectations.

Using both templates helps maintain a consistent, transparent, and well-documented process for managers, employees, and Human Resources.


Before Meeting with the Employee

Collect Performance Documentation

Gather any documentation that supports the Performance Improvement Plan, including:

  • Performance reports
  • Manager notes
  • Emails
  • Job descriptions
  • Competencies
  • Employee handbook policies

Use this information to define expected performance and document measurable examples of underperformance clearly.


Example Competencies

Whenever possible, document measurable expectations instead of general statements.

For example, instead of writing:

"Works too slowly."

Document a measurable expectation such as:

"Complete Task X within Y hours."


Prepare the Performance Improvement Plan

Before meeting with the employee, complete as much of the initiation template as possible.

Prepare:

  • Expected Performance
  • Current Employee Performance
  • Agreed Improvement Actions
  • SMART goals
  • Proposed check-in schedule

When writing improvement goals, use the SMART framework:

If required by your organization, submit the draft PIP to Human Resources or leadership for review before meeting with the employee.

Conduct the Initial PIP Meeting

Set the Tone

Conduct the meeting privately and professionally.

Explain that the purpose of the Performance Improvement Plan is to help the employee improve and succeed.

Review Current Performance

Discuss:

  • Expected performance
  • Current performance concerns
  • Specific examples of underperformance

Avoid introducing unrelated performance concerns that are not documented in the plan.

Review the Improvement Plan

Discuss each improvement action with the employee.

Encourage questions and invite the employee to participate in developing realistic solutions.

Review:

  • SMART goals
  • Performance expectations
  • Available support resources
  • Weekly meeting schedule

Communicate Expectations

Clearly explain:

  • What successful completion looks like.
  • The importance of meeting performance expectations.
  • Potential consequences if performance does not improve, including possible termination where applicable.

Next Steps

Before ending the meeting:

  • Explain that the finalized PIP will be shared for review and signature.
  • Schedule recurring weekly follow-up meetings.

After the Initial Meeting

Finalize the PIP

Update the document to reflect any agreed-upon revisions discussed during the meeting.

If required:

  • Submit the revised PIP to Human Resources or leadership for approval.
  • Obtain the employee's signature.
  • Retain the signed original in the employee's personnel file.
  • Provide a signed copy to the employee.

The employee will acknowledge receipt after the plan has been approved.



Ongoing Coaching and Documentation

Throughout the Performance Improvement Plan, conduct regular follow-up meetings to discuss progress and provide coaching.

Use the Performance Improvement Plan and Conclusion template during every meeting.

Document Every Meeting

Record:

  • Feedback provided
  • Employee responses
  • Questions or concerns
  • Progress updates
  • Examples of improvement
  • Areas requiring additional attention

Consistent documentation provides an official record of the employee's progress and supports future employment decisions.

Provide Ongoing Support

Support may include:

  • Additional training
  • Peer mentoring
  • Increased manager coaching
  • Reviewing work before submission

Encourage employees throughout the process while maintaining clear expectations.

Track Progress

Use the Notes functionality during each meeting to maintain a detailed record of progress.

Detailed documentation helps:

  • Monitor employee improvement.
  • Support future performance reviews.
  • Create an accurate record of coaching conversations.
  • Assist Human Resources with final decisions.

Conclude the Performance Improvement Plan

At the end of the improvement period (typically 30 days), evaluate the employee's overall progress.

Determine whether the employee has:

  • Successfully Completed the plan
  • Not Completed the plan
  • Requires an Extension

Complete the Performance Improvement Plan and Conclusion template with your final comments.

If required, submit the completed documentation to Human Resources for review.

Employee Acknowledgment

Before closing the Performance Improvement Plan:

  • Obtain the employee's acknowledgment.
  • Confirm the employee has received a copy of the finalized plan.

Note: A Performance Improvement Plan is not an employment contract and does not guarantee continued employment. Employment may end at any time, regardless of the employee's progress on the plan, subject to applicable laws and company policies.

Archive the Performance Improvement Plan

After the employee completes their acknowledgment, managers will see the Review & Archive option.

Archive the completed plan to finalize the process.

If needed, you can also download the completed PIP as a PDF.

Available download options may include:

  • Including approver comments.
  • Including the employee's position description.


Feel free to download it in PDF, and you can either include the approver comments and show position description when downloading. 

Key Reminders for Managers

  • Prepare thoroughly before the initial meeting.
  • Focus on measurable performance expectations.
  • Use SMART goals.
  • Schedule regular coaching sessions.
  • Document every meeting.
  • Provide meaningful support throughout the process.
  • Maintain complete and consistent records.
  • Conduct a final evaluation before closing the plan.


Conclusion

A well-managed Performance Improvement Plan provides employees with clear expectations, regular coaching, and meaningful opportunities to improve while ensuring managers maintain consistent documentation throughout the process. Using the initiation and conclusion templates together creates a structured, transparent process that supports employees, managers, Human Resources, and organizational compliance.

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