Performance Improvement Plan Templates | smart sheet (2023)

What is a performance improvement plan?

A performance improvement plan is a "corrective action" intended to improve employee performance, not employee behavior. PIP transfers the responsibility for improving performance in such a way that it is shared between managers, employees and the company. Sometimes called a performance action plan, a PIP is a process and document that communicates corrective actions, provides resources, and assigns a schedule of expected results to an underperforming employee.

PIP holds accountable employees who are having difficulty achieving a satisfactory level of performance based on job descriptions, company goals, organizational changes, or other performance management initiatives. If the expectations set forth in the PIP are not met within a documented period (for example, a 30/60/90 day period) and the employee does not improve their job performance, the PIP sets out clear consequences, including termination of employment. employment.

Customizable 30-Day Performance Improvement Plan Template

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It's hard enough talking to employees about poor performance. Don't let creating an effective performance improvement create additional overhead. Use this free template to create a 30-day PIP. Customize the action plan and schedule to fit each employee's needs and schedule. This spreadsheet template contains all the essential elements of an effective PIP.

Performance Improvement Plan Action Plan Template

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After the performance improvement plan meeting is over, it's time to act. This performance action plan is designed as a stand-alone resource for you and the employee. Use it to plan and organize your PIP document, and give your employee a copy to use without going through the entire confidential document.

Sales Improvement Plan Template

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Download Sales Improvement Plan Template - Word

Good sales managers use performance management training to consistently deliver results for their team. Sales managers or business owners who need a communication tool to monitor underperformers, increase productivity, and create a high-performance culture can use this template to break their overall sales goals into smaller, more manageable actionable chunks. . The template is designed to help you and your salesperson measure progress.key performance indicators (KPIs)and focus on production activities.

Performance Improvement Plan Timeline Template

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Performance improvement plans include 30, 60, or 90 day periods. Use this customizable spreadsheet template to plan activities, meeting progress, and the PIP due date. Design it as a weekly action plan for employees and take a proactive approach to giving them the resources to succeed. Organize the schedule to match the goals and expectations of the action plan and each step of the PIP so that the employee can refer to it without accessing the confidential PIP document.

Performance Improvement Plan Letter Sample

Download a sample performance improvement plan letter template


Reuse this template and save it as a personalized PDF note after each PIP meeting. The document is designed and formatted as a summary of the overall performance improvement plan. Summarize and highlight areas of improvement for your employee, plan PIP goals, deadlines, expectations and consequences.

How is a PIP different from a performance development plan?

The difference between a performance improvement plan and a performance development plan (PDP) is the emphasis on specific areas where the employee is lacking in performance. A PIP is a detailed plan intended to develop underperforming employees. A PDP, on the other hand, is a comprehensive action plan, often part of ongoing annual or quarterly planning, focused on continuous development and improvement for all employees, not just underperformers.

What is the purpose of the Performance Improvement Plan?

HR professionals use performance improvement plans as a formal parole notice to comply with employment laws and regulations, and often use them outside of annual performance reviews to respond to poor performance in real time . In this context, a PIP is not only more useful than a traditional written warning, but it is also a formal procedure that helps set the employee up for success and gives them the opportunity to improve in certain areas.

The objectives and results of a PIP vary depending on several factors, but often serve the following purposes:

  • Conduct one-on-one meetings between managers and employees.

  • Describe the expectations in the workplace and open the dialogue with the employee.

  • Communicate performance issues for a specific position.

  • Determine the causes of performance deficiencies.

  • Set goals and track progress during reviews to measure success.

  • State expectations for future actions and improvements for all parties involved.

  • Inform underperforming employees of the consequences of not correcting areas of underperformance.

  • They serve as legal records to protect employers and managers involved in labor disputes or lawsuits.

Advantages of the PIP

The main benefit of a performance improvement plan is to improve employee productivity. If successful, you'll avoid resource drain and turnover costs associated with replacing underperforming employees. However, the effective use of the PIP has more subtle benefits: as a communication tool, the PIP provides clear and concise documentation and sets standards of accountability beyond the standard disciplinary letter. When used appropriately and consistently for all underperforming employees in the workplace, PIP also improves the quality of managerial relationships and demonstrates a commitment to long-term employee engagement.

When not to use PIP

The use of a performance improvement plan carries certain risks for the employer and manager. For employees, PIP is often taken as a warning that they are headed for a demotion, transfer, or layoff. Ispopular opinionthat the PIP is just a formality, that it is too late to correct performance problems once the employee is included in the plan. Employers using this tool are believed to be doing so for the benefit of their company and legal documentation, and the decision to fire or lose an employee has already been made.

Therefore, use PIP when there is a genuine opportunity to improve the performance of a valued employee in the workplace through clear communication. Otherwise, you risk upsetting and losing employees. If the goal is not to improve performance, you prolong the inevitable and risk demoralizing your team, affecting productivity and lowering everyone's performance level.

How to create a performance improvement plan form

The performance improvement plan is a confidential document intended for internal recipients. However, please create and use the document with the understanding that it may require legal review in the event of an employment dispute or claim. Summarize the information you present in a professional manner and present only the facts, without opinions, jargon and colloquial language.

Before creating a performance improvement plan, consider the following tips:

  • Speak with your human resources team to confirm that a PIP policy is in place and to determine when, where, how and with whom you should contact before meeting with the employee.

  • Before the meeting, monitor employee performance and highlight any work that needs improvement.

  • Notify the employee of a meeting to discuss your results if you do not have a one-on-one meeting scheduled.

The performance improvement plan is concise and typically takes one to two pages. It is a confidential document that presents the main issues in the official language and tone. Determine the content of each PIP (and the dialogue it creates) based on why it was written and the employee you are evaluating. However, there is a common framework of information that should be considered when developing a PIP, which includes the following elements:

  • Participants– List the names, titles, and departments of everyone involved in the meeting and process, including the employee, supervisor, management, and human resources representatives, if applicable.

  • dates: Include the date the document was created, the date of the employee meeting, the date range of the performance issues covered by the PIP, and the dates relevant to the period covered by the PIP in the action plan and report sections. document schedule.

  • Summary of Concerns- Details the employee's performance issues, any previous conversations with the employee regarding those concerns, and the specific work that needs improvement or issues that need to be fixed. This section provides descriptions of areas where there is variation in employee performance, detailing the lack of performance based on facts and examples. List any prior training provided to the employee to address performance differences.

  • Summary of improvement objectives: Reveal to employees the objectives of the PIP and what they need to achieve. Document the desired outcome of the PIP in terms of performance of the specific job. continueCHANGE.a protocol to establish each objective (specific, measurable, achievable, relevant and urgent).

  • Resources and support– List the resources you will provide to the employee to support the improvement, including additional training, materials, and outside resources.

  • Expectations and consequences: Describe the specific expectations you have of the employee during the established period. Document and establish the consequences of not meeting these expectations.

  • Action plan with schedule: Include specific actions the employee must take to achieve the goals and details about how to measure that progress. The action plan must also include an approved PIP testing schedule. Include the date of the PIP meeting, the official plan start date, the completion date (final PIP review), and the dates of any planned progress update meetings.

  • Companies: Add the names and signatures of all PIP participants and the date.

How to use the Performance Improvement Plan forms

A well planned and written performance improvement plan is a valuable tool. Include information that conveys the topics of conversation and the specific performance improvements you are seeking from the employee. Anyone reading the PIP should be able to understand the concerns, the actions taken, and the desired results, whether they were present at the meetings or involved in conversations about employee performance issues.

To ensure a consistent and effective PIP process and achieve the desired result of improved employee performance, a step-by-step framework must be used to prepare and execute the plan.

Step 1 - Document performance issues
Be proactive. Observe and document performance issues over a period of time to gain a full understanding of employee shortcomings.

Step 2: Develop an action plan
Before meeting with the employee and implementing the PIP, create an action plan. A well-prepared action plan forms the foundation of the PIP and will serve as a blueprint for correcting employee performance problems. Also, preparing an action plan at an early stage allows enough time to identify necessary resources, coordinate schedules, and formulate an accurate PIP schedule.

Step 3 – Ask for feedback
Review the first draft of the PIP and ask for feedback from a colleague or another manager before submitting it to HR for approval. If this is your first time using PIP for performance management, think through the flow of the exercise and role-play the meeting so you can practice and prepare for the employee's response.

Step 4: Make an appointment
Set the PIP meeting date and time and schedule a meeting with all the participants. Plan plenty of time to speak and anticipate questions and comments from employees. Lock down the calendar, turn off distractions, and bypass them to protect employee privacy and keep the meeting confidential.

Step 5 – Check your progress
Create a PIP with the employee and schedule follow-up meetings before the final review. Use submissions to provide feedback, resources, and support. Include time for progress reports in weekly one-on-one meetings and schedule dates for these checks in the PIP Action Plan schedule.

Step 6: Conclusion
Schedule your last meeting. Review the PIP and finalize the plan with appropriate actions based on the expectations and consequences of the PIP. If this results in termination, be prepared to close the meeting per your company's policies and procedures. If properly prepared and executed, the end result of a performance improvement plan should not be surprising.

Optimize performance improvement plans with HR Smartsheet

The consequences of an inadequate performance management process are dire for both the human resources department and the overall health of the company. Managers rely on performance improvement plans to engage employees in career development, plan action steps, measure results, and document results. What you document, you measure and what you measure, you manage.

Smartsheet is a work management and automation platform that empowers businesses and teams to quickly go from idea to action. Leading HR professionals trust Smartsheet to help them manage everything from simple onboarding tasks to complex shift management, hiring, benefits, and retirement tracking.

Use Smartsheet to maximize the return on your recruiting investment, keep your budget in check, and improve internal planning and coordination. Simplify processes and paperwork, maintain an effortlessly auditable database, and grow your business with a better-informed and more productive workforce.

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