Performance Improvement Plan (PIP) Procedure

Purpose

The purpose of a Performance Improvement Plan (PIP) is to provide structured support to employees whose performance has fallen below expectations. The PIP process is designed to clearly identify performance gaps, establish measurable improvement goals, and provide the necessary resources, coaching, and accountability to support employee success.

Step 1: Identify Performance Gaps

The supervisor clearly identifies the specific areas in which the employee’s performance does not meet established expectations. Performance gaps must be based on observable behaviors, documented outcomes, or measurable results—not assumptions or opinions.

Clear performance expectations are reviewed so the employee understands the standard they are expected to meet.

Step 2: Explain the Need for a PIP

The supervisor meets with the employee to explain why a Performance Improvement Plan is being implemented. This conversation should be professional, respectful, and supportive.

The purpose of the PIP is communicated as a tool for growth and improvement, reinforcing the organization’s commitment to helping the employee succeed in their role.

Step 3: Agree on Improvement Areas

The supervisor and employee collaboratively review and confirm the specific areas requiring improvement. Employee input is encouraged, and agreement is reached on the identified performance gaps.

Employee acknowledgment and buy-in are essential to ensure accountability and commitment to the improvement process.

Step 4: Develop Specific Improvement Goals

Clear, specific improvement goals are established for each identified performance gap. Goals must be measurable, realistic, and directly tied to job expectations and required standards.

Each goal defines what successful performance looks like by the end of the PIP period.

Step 5: Detail Action Steps

Each improvement goal is broken down into actionable steps the employee must take to achieve success. Action steps include:

• Required tasks or behavior changes

• Timelines for completion

• Any checkpoints or milestones

This ensures clarity and removes ambiguity around expectations.

Step 6: Provide Support and Resources

The supervisor identifies and provides the necessary support to help the employee succeed. This may include training, coaching, mentoring, additional resources, or guided practice.

The organization ensures the employee has access to the tools and guidance required to meet the PIP goals.

Step 7: Monitor Progress and Provide Feedback

The supervisor regularly monitors progress throughout the PIP period. Progress is assessed using objective, measurable criteria whenever possible.

Ongoing feedback and coaching are provided to reinforce correct performance, address challenges, and adjust support as needed.

Step 8: Celebrate Improvements

Improvements and milestones achieved during the PIP are acknowledged and celebrated. Positive reinforcement is used to encourage continued progress and reinforce desired behaviors.

Step 9: Final Assessment

At the conclusion of the PIP period, the supervisor conducts a final assessment comparing the employee’s performance against the established goals.

Based on this assessment, the supervisor determines whether performance has improved to the required level and identifies next steps, which may include successful completion of the PIP, continued monitoring, or further action if expectations are not met.