Performance Improvement Plan

Use a Performance Improvement Plan when you have identified a performance problem and are looking for ways to improve the performance of an employee. The Performance Improvement Plan plays an integral role in correcting performance discrepancies. It is a tool to monitor and measure the deficient work products, processes and/or behaviors of a particular employee in an effort to improve performance or modify behavior.

Key items to remember

1. Define the problem. This is the deficiency statement. Determine if the problem is a performance problem (employee has not been able to demonstrate mastery of skills/tasks) or a behavior problem (employee may perform the tasks but creates an environment that disrupts the workplace).
2. Define the duties or behaviors where improvement is required.
   • What are the aspects of performance required to successfully perform these duties?
   • Which skills need improvement?
   • What changes need to be made in application of skills an employee has already demonstrated.
   • What behaviors need modified?
3. Establish the priorities of the duties.
   • What are the possible consequences of errors associated with these duties?
   • How frequently are these duties performed?
   • How do they relate when compared with other duties?
4. Identify the standards upon which performance will be measured for each of the duties identified.
   • Are they reasonable?
   • Are they attainable?
5. Establish short-range and long-range goals and timetables for accomplishing change in performance/behavior with employee.
   • Are they reasonable?
   • Are they attainable?
6. Develop an action plan.
   • What will the manager do to help the employee accomplish the goals within the desired time frame?
   • What will the employee do to facilitate improvement of the product or process?
   • Are the items reasonable?
   • Can the items be accomplished?
   • Are the items flexible?
7. Establish periodic review dates.
• Are the employee and the manager both aware of what will be reviewed at each of these meetings?
8. Measure actual performance against the standards to determine if expectations were:
   • not met met
   • exceeded
9. Establish a Performance Improvement Plan file for the employee.
   • Does the file contain documentation which identifies both improvements and/or continued deficiencies?
   • Is the employee encouraged to review this file periodically?
10. Put the Performance Improvement Plan in writing.
    • Has plain and simple language been used?
    • Have specific references been used to identify areas of deficiency?
    • Have specific examples been used in periodic reviews which clearly identify accomplishments or continuing deficiencies?
    • Have you chosen an easy-to-read format such as a table or a duty by duty listing?
    • Have the Terms of Agreement been included in the Performance Improvement Plan?

Remember, work performance should never be a mystery! Performance Improvement Plan Samples Examples of Performance Improvement Plans are available for these performance discrepancies:

• Example 1: Employee fails to complete tasks in order of their priority.
• Example 2: Employee fails to maintain good interpersonal working relationships with other staff members, including supervisor.