Human Resources Division

Performance Improvement Plans

A Supervisor’s Guide to
Raising Employee Performance Levels

January 2013
TABLE OF CONTENTS
Performance Improvement Plans: An Overview 1

What is a Performance Improvement Plan?...........................................................................................1

Why Should You Use a Performance Improvement Plan?................................................................1

When Should You Use a Performance Improvement Plan?.............................................................1

Working with Human Resources.................................................................................................................2

Successfully Implementing Performance Improvement Plans 2

Stage 1: Counseling............................................................................................................................................2

Stage 2: Performance Improvement Plan................................................................................................4

Stage 3: Feedback............................................................................................................................................... 5

Stage 4: Achieved Performance Improvement......................................................................................5

Stage 5: Recurrence of Unsatisfactory Performance...........................................................................6

Stage 6: Employee Fails the Performance Improvement Plan........................................................6

Tips on Performance Improvement Plans 6

Templates 8

Performance Improvement Plan Memorandum Template..............................................................8

Example of Performance Improvement Plan Memorandum........................................................10

Performance Improvement Plan Template to Accompany PIP Memorandum.....................10

Example of a Performance Improvement Plan to Accompany the PIP Memorandum......12

Feedback Template..........................................................................................................................................13

Example of Feedback Template.................................................................................................................14

Mid-term Status Review Memorandum Template............................................................................14

Example of Mid-term Status Review Memorandum.........................................................................17

Template to Accompany Mid-term Status Review Report.............................................................16

Example of Mid-term Status Review Report........................................................................................19

Success Memorandum Template..............................................................................................................18
PERFORMANCE IMPROVEMENT PLANS: AN OVERVIEW

WHAT IS A PERFORMANCE IMPROVEMENT PLAN?

A Performance Improvement Plan can be an effective tool in your supervisor toolbox.
Performance Improvement Plans are used to monitor and measure unsatisfactory
performance behaviors, processes, and work products. They can assist you in raising
your employees’ performance levels to meet acceptable standards, expectations, and
requirements.

WHY SHOULD YOU USE A PERFORMANCE IMPROVEMENT PLAN?

As a supervisor, you must ensure your employees get the “big picture” of their
contributions to your unit/section, division, department, and the county. Make sure
your employees know what’s expected of them in their duties, performance, and
behavior. They must also understand:

 The standards of the work unit.

 The work performance required of them.
 The impact their duties have on the success of the unit’s operations.

If an employee’s performance falls below the expected level of performance objectives,

you should have a counseling discussion with the employee. If counseling does not
result in sustained improvement, you can develop a Performance Improvement Plan.

WHEN SHOULD YOU USE A PERFORMANCE IMPROVEMENT PLAN?

A Performance Improvement Plan (PIP) is a ‘last resort’ approach and should be used
when the employee has not successfully resolved through previous interventions for
one of the following non-disciplinary performance issues:

 An employee’s overall performance becomes unsatisfactory or below acceptable

standards, i.e. low or poor efficiency, and low or weak skill sets. The employee’s
unsatisfactory performance should be ‘skill’ related and not an issue of the
employee’s ‘will’ to do the task or job.
 An employee’s annual rating (if applicable) is unsatisfactory or below acceptable
standards.
 An employee’s low or poor performance in as few as ONE (1) performance area
that requires the employee to make adjustment.

WHEN YOU SHOULD NOT USE A PERFORMANCE IMPROVEMENT PLAN?

The PIP should not be used for issues such as employee misconduct, poor or
inappropriate behavior or incompetence. Misconduct or behavior issues are something
that should be strictly handled through the progressive discipline processes. For
example, an employee who fails to meet deadlines and has been issued a directive to
Performance Improvement Plans – Guidelines for Supervisors FINAL DRAFT Page 1
complete a task may be referred to discipline for failure to follow the directive and
insubordination. Refer to your work unit’s collective bargaining agreement, if
applicable, about specific contract language related to discipline.

WORKING WITH HUMAN RESOURCES

As a Best Practice, it is recommended you consult with your Human Resources (HR)
Service Delivery Manager (SDM) before you place an employee on a Performance
Improvement Plan. Involving your HR SDM is a critical element in successfully
implementing and completing a Performance Improvement Plan. Your HR professional
will provide ongoing guidance and support during the performance improvement
process.

SUCCESSFULLY IMPLEMENTING PERFORMANCE

IMPROVEMENT PLANS
Now that you know the “what, why, when” of Performance Improvement Plans, let’s
talk about the “how.” At its most basic, implementing a Performance Improvement Plan
can be summed up as:

Define the Identify the Establish action Evaluate

problem – the changes that plan, goals, whethis/her
improvement must be met resources and the standards
that is required timetables for have been met
standards that meeting the
must be met standards

This guide provides detailed information on developing and implementing Performance

Improvement Plans. The process is divided into six stages that are appropriate in most
situations, although the process may be altered in special circumstances (for example,
depending on the situation, the first stage may be a Performance Improvement Plan
instead of counseling).

STAGE 1: COUNSELING

Up to this point the supervisor/manager should be having meetings with the employee
discussing/coaching/counseling the employee on the deficiencies, and what needs to
change. The Performance Improvement Plan should not be the first step in attempting
to correct the employee’s performance. Use this process during the rating period to
discuss unsatisfactory performance and to make sure the employee understands that a
problem exists.

Performance Improvement Plans – Guidelines for Supervisors FINAL DRAFT Page 2

Step 1 During the counseling, discuss with the employee:
 Identify which performance objectives are unsatisfactory.
 How satisfactory performance is measured.
 Possible solutions to correct the unsatisfactory performance.
 The assistance that is available (training, coaching, mentoring,
etc.).
 The timeframe in which the employee must demonstrate sustained
satisfactory performance in the job function(s).
Explain the performance improvement process and advise the employee
that she will be placed on a Performance Improvement Plan if the
performance deficiencies continue or if the level of satisfactory
performance is not sustained.
Document the discussion(s) and place your notes in a hard file or electronic
storage for future reference. Please check with your Service Delivery
Manager regarding the proper location of the document, but at a minimum,
retain a copy in your employer working file for future reference. If the
document is filed in the employee’s personnel file, this has a tendency to
immediately be perceived as something disciplinary.

Step 2 If improvement is shown, recognize the achievement and provide positive

reinforcement.
If the employee’s performance does not improve, advise the employee that
continued unsatisfactory performance during the evaluation timeframe will
result in placing his/her on a Performance Improvement Plan.
Document the discussion and retain a copy in the employee’s personnel
file.

Step 3 If the employee’s performance does not improve during the evaluation
timeframe, place the employee on a Performance Improvement Plan. Before
doing so, discuss with your HR SDM and division director the basis for
recommending a Performance Improvement Plan.

Performance Improvement Plans – Guidelines for Supervisors FINAL DRAFT Page 3

STAGE 2: PERFORMANCE IMPROVEMENT PLAN
Use this stage when performance levels have not improved following counseling, when
the employee’s annual performance is not satisfactory, or when a performance
objective is unsatisfactory during the annual rating.

Important: The supervisor should have coached and/or counseled the employee and
the employee’s performance assessment should reflect comments related to the
employees poor and reduced performance. This stage may place the employee in
employment jeopardy if the performance is not corrected during the performance
improvement process.

Step 1 Discuss and obtain approvals from the appropriate division/department

authority and HR SDM. If the employee is represented, refer to the
collective bargaining agreement for provisions that apply to the process.

Step 2 Prepare a memorandum that:

 Summarizes prior discussions with the employee (for example,
counseling sessions, annual rating, and performance objective rating).
 Summarizes the unsatisfactory performance and why it is
unsatisfactory (for example, measured against the standard).
 Describes that you are placing the employee on a Performance
Improvement Plan, the plan’s process (for example, monitoring and
regular meetings), and the plan’s timeframe (not less than 30 days,
no longer than one year).
 Describes specific examples of the support the employee will receive
(for example, training, coaching, or counseling).
 Describes the frequency in which you will provide feedback;
indicating specific dates when the employee will receive feedback.
 Describes the actions that may be taken if the employee does not
successfully improve performance (for example, demotion, transfer, or
termination).
 Closes with a statement of support.
 Is signed by you and the employee.
A template of the Performance Improvement Plan Memorandum is available
on page 8 in this guide. An example of the PIP Memorandum is available
on page 9.

Step 3 Prepare a detailed Performance Improvement Plan and attach to the

memorandum. The plan should include:
 Performance objective and outcome.
 Description of how the outcome will be measured.
 Timeline for measuring the outcome.
 Training to achieve the desired outcome, if available.
A template of the Performance Improvement Plan is available on page 10.
An example of the PIP can be found on page 11 & 12.

Performance Improvement Plans – Guidelines for Supervisors FINAL DRAFT Page 4

Step 4 Give the employee a copy of the memorandum and plan.

Step 5 Please check with your Service Delivery Manager on final filing of the
documents, but at a minimum, place the memorandum, plan and a copy of
the employee’s last Performance Assessment in the supervisor’s working
file for future reference.

STAGE 3: FEEDBACK

Provide feedback to the employee throughout the performance improvement process so

that the employee is aware of his/her progress through the various phases of the
Performance Improvement Plan.

Step 1 Provide consistent, timely, and ongoing feedback to the employee as

outlined in the Performance Improvement Memorandum. Failure to provide
regular feedback will result in an ineffective performance improvement
process and may extend the process.
A template of a feedback or Mid-Term Review document is available on
page 14 and will help track progress and inform the formal review process.
An example of the feedback document can be found on page 15.

Step 2 Provide the employee with formal documented status or reviews of the
employee’s progress through the phases of the plan. The review should
reflect cumulative information of the employee’s status since the plan
began. The frequency of a formal review may vary depending on the length
of the Performance Improvement Plan.
A template of a formal or Mid-Term Review document is available on page
16. And an example can be found on page 17.

Step 3 Provide the employee with a signed copy of the formal review. The
employee should sign the document to acknowledge receipt. Place a copy
of the signed document in the employee’s personnel file.

STAGE 4: ACHIEVED PERFORMANCE IMPROVEMENT

Use this process when the employee’s performance improves to the expected level.

Step 1 Prepare a memorandum documenting the improvement in the employee’s

performance and advising the employee that the acceptable level of
performance must be sustained.
A template of the success memorandum is available later in this guide.

Step 2 Give the employee a copy of the memorandum.

Step 3 Place the memorandum in the employee’s personnel file.

Performance Improvement Plans – Guidelines for Supervisors FINAL DRAFT Page 5

STAGE 5: RECURRENCE OF UNSATISFACTORY PERFORMANCE
The employee is expected to maintain the expected level of satisfactory performance. If
the employee falls below the expected performance level, work with your HR SDM and
division director to determine whethis/her it is appropriate to again place the employee
on a Performance Improvement Plan.

STAGE 6: EMPLOYEE FAILS THE PERFORMANCE IMPROVEMENT PLAN

It is the expectation that the employee will achieve the expected level of satisfactory
performance as outlined in the Performance Improvement Plan. If the employee should
fail to meet the performance objectives outlined in the plan – or fails to maintain the
expected level of satisfactory performance – you may:
1. Provide a written extension of the current Performance Improvement Plan. The
extension period should not exceed one year.
2. Impose disciplinary action, including demotion, transfer, or termination. This step
must be discussed in advance with your division director and HR SDM.

TIPS ON PERFORMANCE IMPROVEMENT PLANS

DO  Investigate and address poor performance on a timely basis.
• Remember that your primary objective is to bring the problem to the
employee's attention so that the employee knows what performance and
behavior he/she needs to correct. (Use a conversational style. Verbally
walk through a review of the history of the performance issues. If the
employee believes you have been fair and objective, he/she may not like
the outcome; however, he/she is much more likely to accept it.)
• Discuss the employee's performance behavior privately, away from other
employees.
• Ask for feedback to confirm the employee understands the issues.
• Keep in mind the performance improvement process is intended to
provide guidance to the employee to ensure consistent application of the
required knowledge, skills and ability of the position.
• Look for opportunities to provide positive reinforcement.
• Treat the employee as you normally would.
• Meet the follow-up commitments outlined in the PIP.
• Provide specific examples of employee’s performance during the
feedback process.
• Ensure ongoing, consistent and timely feedback at least once per month.
• Take into consideration the application of other performance
improvement efforts within the work unit to make sure your
requirements are fair and consistent. Be sure you are reviewing the
performance and not the employee.
• Provide written formal review of the employee’s progress at least once

Performance Improvement Plans – Guidelines for Supervisors FINAL DRAFT Page 6

 during the performance improvement process.
• Allow a reasonable about of time for the employee to demonstrate and
sustain improvement. The duration of the PIP should be appropriate
based on the amount of improvement required and outlined in the PIP.
DON’T  When talking with the employee, DON’T race through the history and
background of the problem. This is important information the employee
needs to hear and understand.
• DON’T say there is no alternative but to put the employee on a
Performance Improvement Plan. (Explain why there is a plan and how it
can help redirect the behavior or performance.)
• DON’T just give the document to the employee and tell him/her to read
it. (You may not approve of the employee’s behavior, but she still
deserves your fairness and objectivity. Once you address the
unsatisfactory performance and inform his/her of your expectations, ask
his/her what you can do to help. Let the employee know that you
support his/her in his/her work and believe she can improve his/her
performance to an acceptable level. Remember to provide positive
reinforcement when you see the desired level of performance.)
• DON’T compare the employee to others. Focus on the employee’s
performance as measured against an objective and achievable standard.
• DON’T fail to allow adequate time for questions. You need to make sure
the employee understands exactly what is expected of his/her and what
will happen if acceptable performance is not achieved.
• DON’T focus solely on problems; discuss a balanced appraisal. A little
positive reinforcement can go a long way.
• DON’T treat the employee in a degrading or demeaning fashion.
• DON’T deviate from the performance expectations outlined in the
performance improvement document.

Performance Improvement Plans – Guidelines for Supervisors FINAL DRAFT Page 7

 TEMPLATES
PERFORMANCE IMPROVEMENT PLAN MEMORANDUM TEMPLATE

Date:
To:
From:
Subject: Performance Improvement Plan
STATEMENT OF HISTORY AND UNSATISFACTORY PERFORMANCE – During the past [dates or
period of time] , it has become increasingly evident that you have not been performing your assigned
work in accordance with what is expected of a (n) [job title].
On [dates of counseling sessions] , you were counseled about this unacceptable level of performance.
To date, this/here has not been any significant improvement. [Department, division, or work unit]
values you as an employee. === OR === During the last annual performance review, your
performance rating was [state the overall score or the score of the performance objective that
was unsatisfactory] .
This memo's intent is to make you fully aware of this situation and to assist you in improving your work
performance. However, it is important that you realize the responsibility to improve is yours alone.
Consequently, you are being placed on a Performance Improvement Plan (PIP).
You must demonstrate immediate improvement in the following areas, which are described in furthis/her
detail in the attached Performance Improvement Plan:
SUMMARIZE PERFORMANCE EXPECTATIONS
PIP PROCESS AND FOLLOW-UP – For the next [time period and dates] , you will be on a PIP. I will
review your progress on meeting deadlines and using appropriate interpersonal skills, requiring
improvement every [frequency of review or specific dates] . During these meetings I will share with
you whethis/her or not you have demonstrated the kind of significant and sustained improvement the PIP
requires. You will receive a mid-period progress review and a closing memo at the end of the previously
designated PIP time period. During the PIP time period, I will guide you in becoming a more effective
contributing employee of our [department, division, work unit] . Your objectives are:
SUMMARIZE PERFORMANCE OBJECTIVES
To assist you in reaching the performance objectives described in the PIP, [list resources available –
training, coaching, mentoring, etc] .
Improvement must occur [describe the timeframe] and must be maintained. If any portion of the
improvement plan is not achieved during [the specified time frame] , appropriate action up to and
including termination may occur. A decrease in performance after successfully completing the improvement
plan may result in placing you back on a PIP or taking appropriate action including termination.
I realize this process may be stressful and encourage you to contact the Employee Assistance Program
(EAP) and utilize their services and assistance to aid you in relieving some of that stress. As always, I am
available for you to discuss the PIP and any concerns you may have. A copy of this document will be
placed in your personnel file. (Whether to place in personnel file is optional. Discuss this with your Service
Delivery Manager.)
Your signature acknowledges that you have been given the information and understand the content listed
in this document.
Employee Signature ___________________ Date _________
Performance Improvement Plans – Guidelines for Supervisors FINAL DRAFT Page 8
Supervisor Signature __________________ Date _________

(Templates are only recommended. Please feel free to use those that fit or modify to your needs)

Performance Improvement Plans – Guidelines for Supervisors FINAL DRAFT Page 9

 Date: August 23, 2011
To: John Doe
EXAMPLE OF PERFORMANCE IMPROVEMENT
From: Jane Supervisor
PLAN MEMORANDUM
Subject: Performance Expectations
During the past three months, I have spoken with you regarding my concern that you have not been performing your
assigned work in accordance with what is expected of an Administrative Specialist III. On June 4 and July 2, you were
counseled about this unacceptable level of performance. My concern is without significant improvement your
continuation as a successful employee in our department is in jeopardy. After our counseling session, I am
disappointed this/here has not been any improvement.
We value you as an employee. This memo's intent is to make you fully aware of this situation and to assist you in
improving your work performance. We believe with the proper tools you will be able to make the necessary changes to
improve your performance, however, it is important that you realize the responsibility to improve is yours alone.
Consequently, you are being placed on a Performance Improvement Plan (PIP).
You must demonstrate immediate improvement in the following areas, which are described in furthis/her detail in the
attached Performance Improvement Plan:
 Time Management: You have been consistently late in meeting your assigned deadlines to complete
investigative reports.
 Inappropriate Interpersonal Skills: Your interaction with co-workers is often inappropriate and disruptive.
The behavior of rude interruptions, talking over someone else, talking and telling jokes during meetings is
unacceptable. This/here are complaints of this unprofessional behavior in your interactions with othis/hers.
For the next six months, September 2011 to March 2012, you will be on a PIP. I will review your progress on meeting
deadlines and using appropriate interpersonal skills, requiring improvement every two months. During these meetings I
will share with you whethis/her or not you have demonstrated the kind of significant and sustained improvement the
PIP requires.
Your objectives are:
 Time Management: You will meet all deadlines set for the investigative reports and/or discuss extensions to
your deadlines as agreed to by your supervisor for the six months.
 Interpersonal Skills: You will engage with your co-workers in a professional and productive manner. You
will be expected to maintain professional relations with co-workers for the [list the duration period] without any
reports or demonstrations of disruptive or inappropriate behavior in the workplace.
To assist you in reaching the performance objectives described in the PIP, you will meet with me on a bi-weekly basis
to provide you coaching and feedback on your progress in the areas detailed above. You will also receive mentoring
from a professional coach to further develop your interpersonal skills.

As discussed in our meeting, you will be required to attend the following training. We will continue to support you in
attending these and other related training offerings you might identify:
 Effective Time Management Skills – September 13, 2011
 Effective Communication Skills – September 15, 2011
 Collaboration in the Workplace – October 30, 2011
Improvement must occur within six months and be sustained. If any portion of the improvement plan is not achieved
during this time period, appropriate action may occur such as discipline up to an including termination. In addition, a
decrease in performance after successfully completing the improvement plan may result in placing you back on a PIP or
taking disciplinary appropriate action.
As always, I am available for you to discuss the PIP any concerns you may have. A copy of this document will be
placed in your personnel file.
Your signature acknowledges that you have been given the information and understand the content listed in this
document.

Employee Signature _______________ Date _________

Performance
Supervisor Signature Improvement Plans – Guidelines
__________________ for Supervisors
Date _________ FINAL DRAFT Page 10
 PERFORMANCE IMPROVEMENT PLAN TEMPLATE TO ACCOMPANY PIP
MEMORANDUM

Performance Timelines
Performance
Objective & to Meet Tools Comments/
Area of Measurement Mentor(s)
Desired Desired (Training) Current Status
Improvement
Outcome Outcome

NOTE: Each page of the Performance Improvement Plan should have a

footnote indicating the following information

The employee’s name and Page __ of ___

Example:

Performance Improvement Plan for <insert employee’s name> Page 1 of 1

(Templates are only recommended. Please feel free to use those that fit or modify to your needs)

Performance Improvement Plans – Guidelines for Supervisors FINAL DRAFT Page 11

EXAMPLE OF A PERFORMANCE IMPROVEMENT PLAN TO ACCOMPANY THE PIP MEMORANDUM

Performance Timelines
Performance Comments &
Objective & to Meet Tools (Training)
Area of Measurement Mentor(s) Current
Desired Desired
Improvement Status
Outcome Outcome

1. Meet all Timely 6 months Training Superviso

Time deadlines submittals of (Feb, 2012) Effective time r
Management determined for completed management
investigative investigative
Develop and
reports and/or reports for
maintain a work
discuss the duration
plan for your
extensions as of the PIP.
investigations to
agreed to by
discuss and review
your
with your
supervisor.
supervisor during
scheduled 1:1
meetings.

2. Demonstrated Observed 6 months Training: Superviso

Interpersonal ability to ability to (Feb, 2012) r
Skills with maintain maintain
Effective
Co-workers professional professional
Communication Profession
relations with relations with
Skills al Coach
co-workers. co-workers.

Collaboration in
Zero displays
the Workplace
of disruptive
behavior in
the
workplace.
Participate in six
(6) coaching
sessions by
assigned
consultant.

Performance Improvement Plan for John Doe Page 1 of 1

Performance Improvement Plans – Guidelines for Supervisors FINAL DRAFT Page 12
FEEDBACK TEMPLATE

Performance Performance
Area of Objective &
Date Measurement Feedback
Improvement Desired
Outcome

* Measurement means what the employee must do (or level of performance) to meet the performance
Objective outlined in the previous column)

Your signature is required to indicate you have been given the information and understand the content
listed in the document.

Employee Signature ______________ Date _________

Supervisor Signature ________________ Date _________

(Templates are only recommended. Please feel free to use those that fit or modify to your needs)

Performance Improvement Plans – Guidelines for Supervisors FINAL DRAFT Page 13

 EXAMPLE OF FEEDBACK TEMPLATE
Performance Performance
Date Area of Objective & Measurement Feedback
Improvement Desired Outcome

Sept 5, 2011 Time Meet all deadlines Timely submittals of Since the PIP, you have met each
management determined for completed of the scheduled deadlines to
investigative investigative reports submit investigative reports.
reports and/or for the duration of You are scheduled to attend
discuss extensions the PIP Effective Time Management
as agreed by your training on September 13, 2011 to
supervisor provide you tools to better manage
the timely delivery of your work
products.

Sept 5, 2011 Interpersonal Demonstrated Observed ability to Since the PIP, your behavior with
skills with co- ability to maintain maintain your co-workers has been
workers professional professional relations professional and appropriate.
relations with co- with co-workers. This/here have been no reports of
workers Zero displays of disruptive behavior.
disruptive behavior You are scheduled to attend
in the workplace. Effective Communication Skills on
September 15, 2011 and
Collaboration in the Workplace on
October 30, 2011 to provide you
with tools to continue to improve
your interactions in the workplace.

Sept 19, 2011 Time Meet all deadlines Timely submittals of Since the PIP, you continue to meet
management determined for completed the deadlines set for your
investigative investigative reports submittals of investigative reports.
reports and/or for the duration of Keep up the good work!
discuss extensions the PIP
as agreed by your
supervisor

Sept 19, 2011 Interpersonal Demonstrated Observed ability to Since the PIP, your behavior with
skills with co- ability to maintain maintain your co-workers has been
workers professional professional relations professional and appropriate. You
relations with co- with co-workers. have applied some of the skills
workers Zero displays of from the Interpersonal Conflict
disruptive behavior Resolution class to successful
in the workplace. resolve a conflict with another co-
Performance Improvement Plans – Guidelines for Supervisors FINAL DRAFT Page 14
 worker. I am very pleased with
your progress to date.

MID-TERM STATUS REVIEW MEMORANDUM TEMPLATE

Date:
To:
From:

Subject: Performance Improvement Plan Status

STATEMENT OF HISTORY OF PIP AND IMPORTANCE OF IMPROVED PERFORMANCE TO

OPERATIONS – The purpose of this letter is to inform you of your mid-term status review and your
progress on your current Performance Improvement Plan (PIP). Your ability to perform the [classification
or working title] duties is critical to the success of [work unit] .

SUMMARIZE PROGRESS – You have made progress in some of the performance objectives identified in
the PIP, but you have not demonstrated satisfactory improvement in all areas. In the next three months, it
is critical that you make a concentrated effort to demonstrate significant and sustained improvement in all
of the performance objectives detailed in the PIP.

Attached is a chart which provides a cumulative listing of the performance objectives, outcomes and
measurements, timelines to meet desired outcomes, the tools to support you in each outcome, and the
progress of your performance to date.

PROVIDE EXAMPLES OF PERFORMANCE IN THE PERFORMANCE OBJECTIVES OUTLINED IN PIP

– His/here are some examples of your progress thus far in the identified areas for improvement:

PERFORMANCE AREA FOR IMPROVEMENT #1:

• Examples…

PERFORMANCE AREA FOR IMPROVEMENT #2:

• Examples…

SUMMARIZE NEXT STEPS – Thank you for your efforts towards improvement. I am concerned during
the past [quantify timeframe] this/here has not been significant improvements towards meeting all the
goals of the Performance Improvement Plan. While I am hopeful that you will be able to satisfactorily
perform the requirements defined in the Performance Improvement Plan, your failure to meet the
expectations of the position may lead to disciplinary action up to and including termination.

You will receive your final written progress report on [insert date] . By that time it is important for you to
have accomplished and sustained the improvements indicated on the enclosed chart. Please be assured I
will continue to support you in the development of your skills. Please let me know if you have any ideas for
me to consider that you believe will aid you in achieving success.

Your signature is required to indicate you have been given the information and understand the content
listed in the document.
Performance Improvement Plans – Guidelines for Supervisors FINAL DRAFT Page 15
Employee Signature _______________ Date ________

Supervisor Signature _________________ Date ________

(Templates are only recommended. Please feel free to use those that fit or modify to your needs)

Performance Improvement Plans – Guidelines for Supervisors FINAL DRAFT Page 16

 Date: November 29, 2011
EXAMPLE OF MID-TERM STATUS REVIEW MEMORANDUM
To: John Doe

From: Jane Supervisor

Subject: Performance Improvement Plan Status

The purpose of this letter is to inform you of the status of your progress on your current Performance
Improvement Plan (PIP). Your ability to perform the Administrative Specialist III duties is critical to the
success of our section.

Although you have made progress by improving in some of the performance objectives identified in the
PIP, but you have not demonstrated satisfactory improvement in all areas. In the next three months, it is
critical that you make a concentrated effort to demonstrate significant and sustained improvement in all
of the performance objectives detailed in the PIP.

Attached is a chart which provides a cumulative listing of the performance objectives, outcomes and
measurements, timelines to meet desired outcomes, the tools to support you in each outcome, and the
progress of your performance to date. His/here are some examples of your progress thus far in the
identified areas for improvement:

Time Management: You have completed the work plan detailing your workload associated with the
investigative reports. You were late in meeting the October 3rd and October 11th deadline for your
investigative reports. You did not complete and submit these reports to your supervisor until five days
after the deadline. You did complete the time management training course provided.

Inappropriate interpersonal skills: You have demonstrated improved judgment in your interactions
with co-workers. This improvement was observed on September 16th and September 28th during a
conflict with your peers during which you choose a collaborative approach to resolve the disagreement.
You have also completed all three of the required training courses as well as two coaching sessions.

Thank you for your efforts towards improvement. I am concerned during the past two months this/here
has not been significant improvements towards meeting all the goals of the Performance Improvement
Plan. While I am hopeful that you will be able to satisfactorily perform the requirements defined in the
Performance Improvement Plan, you have not met all of the expectations of the position. If improvement
in these identified areas does not occur it may lead to disciplinary action up to and including termination.

You will receive your final written progress report on February 28. By that time it is important for you to
have accomplished and sustained the improvements indicated on the enclosed chart. Please be assured I
will continue to support you in the development of your skills. Please let me know if you have any ideas
for me to consider that you believe will aid you in achieving success.

Your signature is required to indicate you have been given the information and understand the content
listed in the document.

Employee Signature ______________ Date ________

Supervisor Signature ______________ Date ________

Performance Improvement Plans – Guidelines for Supervisors FINAL DRAFT Page 17

 TEMPLATE TO ACCOMPANY MID-TERM STATUS REVIEW REPORT

Performance
Performance Timeline to Meet
Objective & Tools: Training & Progress
Area of Measurement Desired
Desired Mentors Noted
Improvement Outcome
Outcome

(Templates are only recommended. Please feel free to use those that fit or modify to your needs)

Performance Improvement Plans – Guidelines for Supervisors FINAL DRAFT Page 18

EXAMPLE OF MID-TERM STATUS REVIEW REPORT

Performance Timeline to
Performance
Objective & Meet Tools: Training
Area of Measurement Progress Noted
Desired Desired & Mentors
Improvement
Outcome Outcome

1. Time Meet all Timely 6 months Develop and September 2011

Management deadlines submittals of (Feb, 2012) maintain a work
determined for completed plan for your Employee has
investigative investigative investigations developed a work plan
reports and/or reports for the to discuss and for the assigned
discuss and meet duration of the review with investigative reports.
extensions as PIP. your supervisor
October 2011
agreed to by during
Employee has missed
your supervisor. scheduled 1:1
two submittal deadlines
meetings.
(10/3 & 10/11) of
investigative reports.
The reports were
Mentors: submitted five days
past the deadlines.
Supervisor
Improvement in this
Training: area is required to
Effective Time successfully meet the
Management objectives of the PIP.

2. Demonstrated Observed 6 months -Interpersonal October 2011

Interpersona ability to ability to (Feb, 2012) Conflict Employee has attended
l Skills with maintain maintain Resolution all three training
Co-workers professional professional -Effective classes.
relations with co- relations with Communication
workers. co-workers. Skills November 2011
-Collaboration Employee has
in the participated in two
Workplace sessions with the
Zero displays
coach.
of disruptive Participate in
The employee has had
behavior in the six coaching
zero complaints of
workplace. sessions by
inappropriate or
assigned
disruptive behavior in
consultant.
the workplace. This
Mentors: behavior is much
-Supervisor improved since the
inception of the PIP and
Performance Improvement Plans – Guidelines for Supervisors FINAL DRAFT Page 19
 -Professional must be sustained.
Coach

SUCCESS MEMORANDUM TEMPLATE

Date:
To:
From:

RE: Performance Improvement Plan – Success

I am pleased with both your improvement and successful completion of your

Performance Improvement Plan. Congratulations! This memorandum confirms that you
have successfully met the terms of your Performance Improvement Plan dated [date] .

The [department, division, or work unit] expects you to maintain an acceptable

level of performance at all times. A decrease in performance, after successfully
completing the improvement plan, may result in placing you on anothis/her
improvement plan or taking disciplinary action up to and including termination.

A copy of this document will be placed in your personnel file. I am confident that you
will be able to sustain these levels of performance and this/herefore meet or exceed
the performance expectations for your position.

Your signature acknowledges that you have been given the information and understand the
content listed in this document.

Employee Signature ______________________ Date __________________

(Templates are only recommended. Please feel free to use those that fit or modify to your needs)

Performance Improvement Plans – Guidelines for Supervisors FINAL DRAFT Page 20