Performance improvement plan template

A performance improvement plan template is a framework for addressing employee performance concerns and setting clear paths for improvement. This structured approach helps managers and employees work together to identify specific performance issues, set measurable professional development goals, and outline the necessary steps for success.

It also ensures that all crucial elements are addressed. It guides managers and employees, making the process more transparent and less intimidating. An employee performance improvement plan creates a collaborative environment where both parties can focus on achieving positive outcomes rather than dwelling on past performance issues.

Need help standardizing employee reviews? Check out our performance review best practices. 

When to use a performance improvement plan

Performance improvement plans are most effective in specific scenarios where documented intervention can make a meaningful difference and improve decision-making. Consider implementing a PIP when an employee consistently shows underperformance or has missed key performance indicators over several review periods. This template for a performance improvement plan approach ensures fair and consistent treatment across your organization.

PIPs are also appropriate when behavioral issues affect team dynamics or customer relationships. However, they should always follow verbal feedback and coaching attempts. The goal is to provide one final structured opportunity for improvement before considering more serious disciplinary action. This free performance improvement plan template maintains consistency while allowing for customization.

Key elements of a performance improvement plan

A strong performance improvement plan helps managers and employees understand what needs to be addressed and how to measure success. Here are the essential components every PIP template should include:

• Employee details: Start with basic information, including the employee's name, manager's name, start date, and HR contact. This creates a clear record of who's involved in the improvement process.

• Purpose statement: Add a concise explanation of why the PIP exists and what it aims to achieve. This helps set the right tone and expectations from the beginning.

• Performance expectations table: Include columns listing each job expectation, describing how the employee isn't meeting it, and providing specific examples.

• Measurable objectives: Write clear, time-bound objectives for each performance issue. These should be achievable within the plan's timeframe and include guidance on how to meet them.

• Timeline parameters: Specify the plan's duration, schedule progress reviews, and outline what needs to be accomplished by specific dates to demonstrate improvement.

• Available support: List specific resources, such as training programs, mentoring sessions, or additional tools, that will help the employee succeed during the improvement period.

• Progress tracking: Create space to document ongoing feedback, achievements, and areas still needing work throughout the improvement period.

• Signature fields: Include dedicated spaces for both the manager's and employee's signatures and the date to formally document that the plan has been received and reviewed.

• Contact information: Provide precise details about who to contact with questions, including the direct manager and HR representative's information.

Implementing a performance improvement plan

Implementing a performance improvement plan effectively takes thoughtful preparation and consistent communication. When you follow clear steps from start to finish, you create a fair process that gives the employee and your organization the best shot at a successful outcome.

• Prepare with HR consultation: Before initiating any PIP, work closely with your HR department to review company policies and ensure compliance with employment regulations. You might also brainstorm ways to engage the employee for better performance. Document all previous performance conversations and gather specific examples of performance issues to support your case.

• Schedule the initial meeting: Arrange a private, face-to-face meeting with the employee in a neutral setting. Allow adequate time for discussion and questions, and consider having an HR representative present to ensure proper procedures are followed.

• Present the performance improvement plan: Clearly explain the performance concerns, review the written PIP document together, and outline specific expectations and timelines. Be direct about the seriousness of the situation while maintaining a supportive tone that emphasizes the opportunity for improvement.

• Establish regular check-in meetings: Schedule frequent progress reviews throughout the PIP period to assess achievements, discuss challenges, and provide ongoing feedback. These meetings should focus on specific accomplishments, areas still needing work, and any adjustments needed to support success.

• Document everything clearly: Maintain detailed records of all meetings, conversations, and progress observations from the initial meeting through final outcomes. This documentation protects both the employee and the organization while providing valuable insights for future performance management initiatives.

• Monitor and adjust as needed: If certain approaches aren't working effectively, be prepared to modify timelines, resources, or objectives. The goal is to maintain momentum while ensuring the plan remains realistic and achievable for the employee's development pace.

Examples of performance improvement plans

Sales performance

A sales representative has consistently missed their quarterly targets by 30% over the past six months. Their 60-day PIP focuses on improving client acquisition and follow-through. The plan includes daily sales activity tracking, weekly pipeline reviews with their manager, and the required completion of an advanced sales methodology course. Success metrics include increasing qualified leads by 25% and improving close rates to meet team averages.

Communication skills

A team lead regularly receives feedback about unclear project directions and delayed responses to team questions. Their 45-day PIP addresses communication effectiveness and responsiveness. The plan requires implementing a structured daily team check-in, attending a business communication workshop, and establishing standard response times for different requests. Progress is measured through team feedback surveys and meeting specific response time targets.

Project management

A project manager consistently delivers projects that are behind schedule and over budget. Their 90-day PIP focuses on project planning and resource management skills. The plan includes shadowing a senior project manager, implementing new project tracking tools, and creating detailed project timelines with built-in buffer periods. Success is measured by delivering the following two projects within 5% of the planned timeline and budget while maintaining weekly status updates to stakeholders.