How do you ensure fairness and accountability in Performance Improvement Plans?

1 Define clear and realistic expectations

The first step in creating a fair and accountable PIP is to define the performance gap and the expected outcomes for the employee. You should base these on objective and measurable criteria, such as quality, quantity, timeliness, or customer satisfaction. You should also align them with the employee's role, responsibilities, and development plan. Avoid vague or subjective expectations, such as "improve your attitude" or "be more proactive". You should also consult with the employee and get their input and feedback on the expectations, and make sure they understand and agree with them.

2 Provide regular and constructive feedback

The second step in creating a fair and accountable PIP is to provide regular and constructive feedback to the employee on their progress and performance. You should schedule frequent check-ins, at least weekly, to review the employee's achievements, challenges, and action steps. You should also give specific and timely feedback, both positive and negative, to reinforce what the employee is doing well and what they need to improve. You should also encourage the employee to ask questions, share concerns, and seek support. Avoid giving generic or delayed feedback, such as "good job" or "you need to do better".

3 Offer adequate and appropriate support

The third step in creating a fair and accountable PIP is to offer adequate and appropriate support to the employee to help them succeed. You should identify the root causes of the performance gap, such as skill gaps, knowledge gaps, motivation issues, or personal problems, and provide the necessary resources, training, coaching, or mentoring to address them. You should also adjust the employee's workload, priorities, or deadlines if needed, to allow them to focus on their PIP goals. Avoid imposing unrealistic or excessive demands, such as "do more with less" or "work harder".

4 Monitor and document performance

The fourth step in creating a fair and accountable PIP is to monitor and document the employee's performance throughout the PIP period. You should track the employee's achievements, challenges, feedback, and action steps using a PIP template or tool, and update it regularly. You should also share the documentation with the employee and other relevant stakeholders, such as HR or senior management, to ensure transparency and consistency. You should also review the documentation at the end of the PIP period and evaluate the employee's performance against the expectations. Avoid relying on memory or impressions, or changing the expectations or criteria mid-way.

5 Communicate and enforce consequences

The fifth step in creating a fair and accountable PIP is to communicate and enforce the consequences of the employee's performance at the end of the PIP period. You should inform the employee of the possible outcomes of the PIP at the beginning, such as continued employment, promotion, demotion, transfer, or termination, and how they will be determined. You should also follow through with the outcome that matches the employee's performance, and explain the rationale and evidence behind it. You should also document the outcome and communicate it to the employee and other relevant stakeholders. Avoid surprising or misleading the employee, or applying different standards or outcomes to different employees.

6 Evaluate and improve PIP process

The sixth step in creating a fair and accountable PIP is to evaluate and improve the PIP process itself. You should solicit feedback from the employee, their peers, their managers, and HR on how the PIP was designed, implemented, and communicated, and what worked well and what didn't. You should also analyze the data and results of the PIPs, and identify the trends, patterns, and gaps in performance management. You should also use the feedback and analysis to improve the PIP process for future cases, and ensure it aligns with the organization's culture, values, and goals. Avoid repeating the same mistakes or ignoring the lessons learned from PIPs.

7 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?