How do you share a performance improvement plan?

1 Prepare the PIP

Before you share the PIP with the employee, it's important to prepare the document carefully and thoroughly. This should include detailing the performance issue or gap that needs to be improved, with concrete examples and evidence. Additionally, set out expected performance standards and goals with measurable and realistic indicators and deadlines. The action plan and resources that the employee and manager will use to achieve the goals should be outlined, including specific tasks and responsibilities. Furthermore, explain the consequences and outcomes of the PIP, such as the frequency and criteria of feedback and evaluation, as well as potential results of meeting or not meeting the goals. Finally, ensure the PIP is aligned with the organization's policies and procedures, and reviewed by human resources or a senior manager for approval.

2 Schedule a meeting

The next step is to schedule a meeting with the employee to share the PIP. The meeting should be held in a private and comfortable setting, and at a time that allows enough time for discussion and questions. You should also inform the employee of the purpose and agenda of the meeting in advance, and invite them to bring any relevant documents or feedback that they want to share. The meeting should not be a surprise or a confrontation, but a constructive and respectful conversation.

3 Explain the PIP

During the meeting, you should explain the PIP to the employee in a clear and concise manner. You should start by acknowledging the employee's strengths and contributions, and expressing your confidence and support in their potential. Then, you should state the performance issue or gap that needs to be improved, and provide specific examples and evidence. You should also explain how the issue or gap affects the team, the organization, and the customers. Next, you should present the PIP document, and walk through each element of the plan, such as the goals, actions, timelines, and outcomes. You should emphasize the benefits and opportunities of the PIP, such as the chance to develop new skills, receive feedback, and demonstrate improvement. You should also clarify the expectations and responsibilities of both the employee and the manager, and the consequences and outcomes of the PIP.

4 Listen and respond

After explaining the PIP, you should listen to the employee's response and feedback. You should be prepared for different reactions, such as anger, denial, frustration, or acceptance. You should empathize with the employee's feelings, and acknowledge their concerns and challenges. You should also address any questions or objections that the employee may have, and provide factual and objective information. You should avoid being defensive, accusatory, or emotional, and focus on finding solutions and agreements. You should also encourage the employee to share their ideas and suggestions on how to improve their performance, and incorporate them into the PIP if appropriate.

5 Finalize and follow up

The last step is to finalize and follow up on the PIP. You should ask the employee to sign the PIP document, and provide them with a copy. You should also set a date and time for the next meeting or check-in, and confirm the frequency and mode of communication and feedback. You should also document the meeting and the PIP, and share it with the relevant stakeholders, such as the human resources department or a senior manager. You should also monitor and support the employee's progress and performance, and provide timely and constructive feedback and recognition. You should also evaluate the employee's performance and improvement at the end of the PIP period, and decide on the next steps, such as extending, modifying, or terminating the PIP, or rewarding or disciplining the employee.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?