The first step in the PIP process is for the supervisor to document the areas of the employee’s performance that need improvement. In documenting the main performance issues, the supervisor should be objective, factual and specific and provide facts and examples to further clarify the severity or pattern of performance concerns. Examples of detailed documentation are included in the two scenarios at the end of this guide. When developing a performance improvement plan, it is generally a best practice to use an established format to ensure consistency in the information given to all employees and to help protect the employer should legal claims arise at some point in the future. The format of the performance improvement plan will vary by employer and should include the following components:
Employee information.
Relevant dates.
Description of performance discrepancy or gap.
Description of expected performance.
Description of actual performance.
Description of consequences.
Plan of action.
Signatures of the manager and the employee.
Evaluation of the plan of action and overall performance improvement plan.
At the end of this guide are sample performance improvement plan templates that may assist supervisors in their documentation and communication.