Manager Instructions for Managing a PIP

These instructions are for managers to follow before, during, and after delivering a Performance Improvement Plan (PIP).

Performance Improvement Plans come with two templates: “Performance Improvement Plan Initiation” and “Performance Improvement Plan and Conclusion”

Performance Improvement Plan Initiation Template:

• This template is used during the initial meeting to establish baseline behavior, define expectations, and set measurable goals for the employee.
• It includes sections like:
  • Expected Performance: Based on job descriptions, competencies, or handbooks.
  • Current Employee Performance: Specific examples of underperformance.
  • Agreed Improvement Actions: SMART goals and a timeline for progress.

Performance Improvement Plan and Conclusion Template:

• This template is used during follow-up meetings to document progress, provide feedback, and formalize the outcomes of the PIP process.
• It includes:
  • Progress Notes: Documenting weekly updates, key discussions, and feedback.
  • Outcome Section: Determining whether the goals were met, if an extension is needed, or if the plan was unsuccessful.

A Performance Improvement Plan (PIP) is a structured process designed to address and resolve performance issues while providing employees with clear expectations and opportunities to improve. Below, we outline the key stages of implementing and managing a PIP, ensuring clarity, consistency, and fairness throughout the process.

Before Meeting with the Employee

1. Collect and Review Documentation
   • Gather all relevant performance documentation, such as:
     • Performance reports
     • Manager notes or emails
     • Job descriptions and competencies
     • Employee handbook excerpts
2. Use these materials to outline the expected performance and identify specific areas of underperformance.
   1. Examples of Trakstar Competencies:
      • Excessive Absences (not protected by law): Attendance and Dependability
      • Lack of Initiative: Employee Effectiveness, Initiative, Action-Oriented, Teamwork
      • Inappropriate Workplace Conduct: Professionalism, Peer Relationships, Courtesy
3. Be Specific: Avoid vague statements like "works too slow." Instead, clearly document specific timeframes or measurable expectations, e.g., “Complete X task within Y hours.”
4. Draft the Performance Improvement Plan Initiation Template
   • Fill out the following sections in advance:
• Expected Performance: Reference job descriptions, competencies, or handbooks.
• Current Employee Performance: Document specific examples of underperformance.
• Agreed Improvement Actions: Outline measurable goals and a check-in schedule.
  • Create SMART goals as part of the agreed improvement actions. A SMART goal is an acronym that stands for specific, measurable, achievable, relevant, and timely goals. Use these parameters to write goals in your employees' evaluations and find out the Best Practices - How to Write SMART Employee Review Goals
5. Review with Leadership or HR: If required, have leadership or HR review the draft PIP to ensure alignment with company policies and provide feedback.

During the Performance Improvement Plan Initiation Meeting

1. Set a Professional and Supportive Tone
   • Conduct the meeting in a private, confidential setting.
   • Explain the purpose of the PIP and emphasize that it is designed to support the employee in improving their performance.
2. Focus on Current Issues
   • Address only the specific performance concerns outlined in the PIP. Avoid bringing up unrelated past concerns.
3. Collaboratively Discuss Goals and Solutions
   • Review the Expected Performance and Current Employee Performance sections.
   • Go over the Agreed Improvement Actions with the employee and assure communication and a mutual understanding for this future actions.
   • Invite the employee to share input on improvement strategies.
   • Adjust the PIP collaboratively and finalize a schedule for regular check-ins.
4. Communicate Expectations and Consequences
   • Express confidence in the employee’s ability to improve.
   • Stress that meeting the PIP goals is essential for continued employment.
   • Clearly outline the consequences of failing to meet expectations (e.g., termination).
5. Next Steps
   • Inform the employee that the finalized PIP will be shared for their review and signature.
   • Schedule the month’s weekly meetings with the employee.

After the PIP Meeting

1. Finalize and Share the PIP
   • Make necessary edits based on the discussion during the meeting.
   • Share the finalized PIP with leadership or HR for approval (if required).
   • Obtain the employee’s signature on the final PIP and retain a copy in their personnel file.
   • Provide the employee with a signed copy and ensure they acknowledge receipt.
2. Utilize the Notes Section in Every Meeting
   • The notes section is critical and must be used during every check-in meeting.
   • Record key points such as:
     • Feedback provided
     • Employee responses or concerns
     • Progress updates and specific examples
   • Comprehensive and consistent documentation ensures transparency, provides an official record of the process, and aids in evaluating progress.
3. Finalize the PIP:
   • Make any edits discussed during the meeting.
   • Share the revised version with leadership or HR for approval (if required).
4. Share and File the PIP:
   • Share and file the final PIP after obtaining the employee's signature; retain the signed original in their personnel file.
   • Provide a copy of the signed PIP to the employee.

The employee will have to acknowledge receipt once approved.

Ongoing Feedback and Support

1. Provide Regular Feedback
   • Schedule weekly check-ins to discuss progress, provide feedback, and offer additional support.

   • Use the "Performance Improvement Plan and Conclusion" template to document outcomes during each check-in.

     Offer Supportive Resources

     Examples include:

   • Training sessions
   • Peer mentoring
   • Manager review of work before submission
2. Track Progress
   • Use the notes functionality to maintain an official record of progress and changes.
   • Accurate documentation will streamline performance reviews and aid in final decision-making.

Concluding the PIP

1. Evaluate Performance

   At the end of the PIP period (typically 30 days):

   • Assess whether the employee met the outlined goals.
   • Mark the PIP status as:
     • Successfully Completed
     • Not Completed
     • Extension Required

2. HR Review

   Submit the completed PIP, including all notes, for HR review and final documentation.

3. Acknowledge the Plan’s Nature

Acknowledgement Section

As a Manager, you will see the option to Review & Archive once the employee has finished their acknowledgment.

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

Check-Ins and Progress Tracking

(Manager Editing Only, Manager and Employee View)

It is important to utilize the notes functionality to effectively keep track of the progress, as this also serves as the official record of the employee’s performance. This will help ensure that all updates and changes are documented, making it easier to review and assess how far they've come. Effective performance reviews are all about detail. There are several advantages to utilizing the note-taking feature throughout the year: To know more about note taking on Trakstar click here.

Conclusion