A formal performance improvement plan (PIP) can be an effective way to address underperformance on your team. But a poorly executed PIP can make problems worse. Here’s how to create a PIP that leads to real improvement.
Start with Clarity on the Performance Gap
Before creating a PIP, you need 100% clarity on the performance gap you’re trying to address. Vague plans based on fuzzy problems won’t get results.
To get crystal clear on the gap, ask these questions:
- What specifically is the employee not delivering vs expectations? Get very detailed.
- How big is the gap? Quantify it if possible.
- How frequently is the gap occurring? Daily? Weekly?
- What impact does the gap have on the team/company?
Document the answers thoroughly. They will form the foundation for setting expectations in the PIP.
Set Crystal Clear Expectations
With the performance gap quantified, you can now set clear expectations for improvement.
Be as specific as possible in outlining the expectations, including:
- Definable metrics for success
- Timeframes for demonstrating improvement
- Explicit description of required behaviors/deliverables
Setting clear expectations reduces subjectivity and gives the employee precise goals to work towards.
For example, instead of "improve communication skills" say "send daily status updates to manager by 9am".
Get Buy-In from the Employee
Before implementing a PIP, ensure the employee understands and buys into the expectations.
Schedule a meeting to discuss the plan. Explain your perspective on the performance gap and ask for their view. Allow time for a two-way dialog.
If the employee seems resistant, dig deeper on concerns. Seek to understand, not convince.
Getting genuine buy-in creates shared commitment to the plan. Lack of buy-in spells doom for execution.
Provide Resources and Support
You can't just tell someone to improve - you must support them.
Consider what resources the employee needs to meet the PIP expectations. Things like:
- Training on specific skills
- Extra coaching/mentoring
- Changes to their workload
- Connecting with role models
Discuss support needs with the employee and get creative. The more support you provide, the better the odds of success.
Define Clear Consequences
A PIP without consequences lacks teeth. The employee needs to understand what's at stake based on results.
Spell out clear consequences in the document, such as:
- Lack of improvement after X days/weeks could result in demotion or termination
- Meeting metrics will remove the employee from PIP status
Consequences drive accountability to execute the plan.
Set a Time Limit
PIPs are not meant to drag on endlessly. Set a clear end date aligned to the expectations. 30-90 days is common. Short enough to create urgency, long enough to demonstrate improvement.
Scheduling a meeting at the end date provides a natural forcing function for follow-up.
Document Everything
HR pros know documentation can make or break a PIP.
Thoroughly document every step, including:
- The initial performance gap analysis
- Goals/metrics outlined in the plan
- Resources/support provided
- Scheduled check-in conversations
- Employee statements/responses
Meticulous docs protect you if the PIP goes off the rails.
Hold Regular Check-ins
Once the PIP starts, hold frequent check-ins to provide coaching and track progress.
Weekly 1:1's are common. Come prepared with data on metrics and specific examples to review.
Make check-ins a two-way conversation. Solicit feedback on what's working/not working in the plan.
Check-ins enable you to course correct vs waiting for the end date to assess.
Learn and Improve
After a PIP concludes, reflect on what worked well and what didn't. Analyze the data to glean insights. What coaching approaches proved most effective? How could you improve goal setting? What resources made the biggest difference?
Capture learning and fine-tune your PIP process for the future. Success begets success.
Enlist AI to Streamline the Process
Creating and managing PIPs involves heavy admin work. AI tools like Supernormal can help lighten the load.
Supernormal provides AI-powered assistants who can:
- Take notes in PIP meetings to free you up to listen and create a record of what was covered
- Help document performance gaps and expectations
- Transcribe check-in conversations for easy documentation
The right AI assistance takes PIP administration off your plate so you can focus on coaching.
In Closing
Performance improvement plans, when done well, can supercharge professional growth and productivity. Put in the work upfront to set clear expectations, get buy-in, and support real change. The investment will pay dividends across your team.
Now get out there and start improving performance!