Dealing with poor performance is probably one of the most challenging, and often time-consuming tasks you can face as a manager. However, letting matters drift can have further consequences for the wider team and the business. Managers need to have a high level of empathy, as well as a clear strategy to manage the underperforming employee and increase their productivity.

Whilst this blog provides helpful tips for doing a Performance Improvement Plan (PIP), there are many ways to deal with an underperforming employee, and which approach you take will depend on a variety of circumstances. 

Before any action is taken, it is important that the employee is given plenty of opportunity to meet expectations and improve before a more formal, structured approach, such as a PIP is implemented. 

Here are some of the ways to make sure your PIP will help you reach your objective:

Identify causes or issues

Before putting Performance Improvement Plan in place, it’s important to be aware of any underlying issues that may be the cause of poor performance. Is it a sudden decline in performance? Are there any personal or family issues that may be getting in the way? Has the employee been more absent from work recently due to ill health? Have their circumstances (both personally or at work) changed in any way that be hindering their performance?

Identifying any patterns in behaviour and encouraging open communication between the manager and the employer will help to find the underlying cause and help to signpost the relevant support they might need. 

PIP: A helpful tool for personal growth 

Many people see Personal Improvement Plans as a punishment rather than a helpful tool for personal growth. It should be viewed as a roadmap for improvement and can provide a fair and transparent approach for both parties involved. 

By striking the right balance between setting expectations, boundaries and KPIs and giving them the support they need to improve, you can help achieve the desired level of performance that’s expected of them. 

What should a PIP include? 

There is no strict format for a Performance Improvement Plan. The content will very much depend on the nature of the business and what the performance issues are. The main things to include are: 

• Identify the performance issues: Present the facts to them, not perceptions or hearsay/rumour. Use specific examples and make reference to how their behaviour or poor performance is impacting other members of the team and the business. 
• Setting clear objectives with a realistic time frame: Ideally set incremental targets that can be reviewed regularly so that the PIP feels achievable and realistic. 
• Provide resources and support: These might include additional training, external support, mentoring from another team member or online resources that will help the employee meet their required performance levels.
• Provide regular check-ins: Set regular dates when you and the employee can sit down together to review progress. 
• Accurate record keeping: Keep an accurate record of all conversations, when they happen and any positive, or negative, progress that the employee has made.
• Remain calm, empathetic and understanding: Don’t allow your internal biases to cloud your judgement. Remain open-minded and supportive to give your employee every chance of succeeding. 

Set regular PIP reviews

Once the Performance Plan has been put into place, it is important to set formal review meetings.  These help to review overall performance, assess any successes and failings and allocate additional support. 

Progress should not be left solely to the employee, but the assistance and support that they will be given by the employer in achieving this.

Support from HR

If you are initiating formal Performance Improvement Plan, it is important to involve HR from the outset. This will ensure that all relevant policies and processes and being followed and you are acting in accordance with relevant legislation. Having a clear document trail of meetings and conversations means there is no room for any misunderstanding, and ensures you have handled everything fairly, should the employee raise a formal grievance. 

The successful implementation of a Performance Improvement Plan requires collaboration between the manager, the employer and HR. All of whom play an interrelated role to ensure you achieve the intended outcomes and remain compliant with employment law. If you would like help with any stage of a PIP, please contact 1850 for our expert advice.