Identify the problem and take appropriate action

Performance improvement plan

Progressive discipline

Documenting an investigation

Just cause self audit

The special case of insubordination

Return to Corrective Action.

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.