How can managers support employees who are struggling to meet expectations? This question has become increasingly important as Kenyan employers look for better ways to manage and evaluate employee performance, including for remote and hybrid teams. A Performance Improvement Plan (PIP) gives employees a clear roadmap to improve their performance and achieve their targets.

However, Performance Improvement Plans remain controversial. Many employees associate them with disciplinary action or the possibility of losing their jobs. Some also feel that performance reviews are unfair or do not accurately reflect their contributions, which can affect their motivation to improve.

This means managers need to approach PIPs with care, communicate expectations clearly and provide the right support. In this article, we’ll explore practical ways to create and implement a Performance Improvement Plan without damaging the working relationship between managers and employees.

TABLE OF CONTENTS

What Is a Performance Improvement Plan?
When Should a Performance Improvement Plan be Implemented?
Benefits of Performance Improvement Plan
How to Address Attitude in a Performance Improvement Plan
How to Write a Performance Improvement Plan
Performance Improvement Plan Best Practices
Employee Attendance Improvement Plan Example
How to Respond to a Performance Improvement Plan: A Guide for Employees
Is a Performance Improvement Plan Bad?
Performance management software

What Is a Performance Improvement Plan?

A Performance Improvement Plan (PIP) is a formal document that helps employees improve in areas where they are not meeting the expected standards of their roles.

The plan provides an honest assessment of an employee’s performance, highlighting gaps and areas that need improvement. It then outlines specific actions the employee should take to improve. A PIP also includes a defined timeline, with milestones and measurable targets to help track progress.

It may also outline the consequences of failing to meet the agreed expectations. Depending on the organisation’s policies and the circumstances, these could include further disciplinary action or termination of employment.

Employees placed on a PIP are expected to acknowledge the areas that need improvement and actively work towards meeting the organisation’s expectations.

When Should a Performance Improvement Plan be Implemented?

Employers can adapt a Performance Improvement Plan template to address different workplace challenges. For example, a PIP may focus on improving the quality of work, meeting project deadlines, achieving sales targets or demonstrating better collaboration with colleagues.

When implemented properly, an employee improvement plan can help employees get back on track. It gives them clear instructions on what needs to change and measurable indicators for assessing their progress. For a PIP to be effective, it must come from a genuine intention to help the employee improve. Since many employees associate PIPs with job insecurity, managers should communicate expectations clearly, schedule regular check-ins and provide the necessary support.

These steps can help employees feel supported rather than singled out, while maintaining morale across the team. PIPs are not only useful for employees who are struggling in their current roles. They can also help employees who feel unfulfilled or need to develop new skills. For instance, a PIP can support an employee preparing for a promotion, transitioning into a more senior position or moving into another role that better matches their strengths.

Benefits of Performance Improvement Plan

PIPs enable employee mobility and personal growth. Therefore, they can benefit both employee and employer. The performance appraisal benefits are endless.

Build a Culture of Accountability

When employers invest in helping employees improve rather than immediately letting them go after mistakes or poor performance, they encourage a stronger sense of accountability. Employees understand what is expected of them and have an opportunity to take ownership of their development. Similarly, managers can use performance reviews to identify gaps, provide feedback and build a workplace culture where continuous improvement is encouraged.

Save Time and Money

Addressing performance issues early can help organisations improve productivity and keep teams focused on their objectives. A well-structured PIP can also be more effective than waiting for an annual performance review to address concerns. It allows managers to intervene early and monitor progress over an agreed period. Additionally, giving employees an opportunity to improve can help reduce staff turnover. This saves organisations the costs associated with recruitment, onboarding and training new employees. It can also help prevent the negative effects on team morale that may follow employee exits.

Reduce Legal and Compliance Risks

A PIP provides formal documentation of an employer’s concerns about an employee’s performance, the expectations communicated and the support provided.

This documentation can be useful if an employment dispute arises, as it provides a record of the steps taken to address performance concerns. However, Kenyan employers should ensure that PIPs are handled fairly and consistently with their HR policies and applicable employment laws. A PIP should not be used as a shortcut to terminate employment without following the appropriate procedures.

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How to Address Attitude in a Performance Improvement Plan

Talking to an employee about performance improvement is never easy, especially when it is tied to overall attitude. It might lead to a situation where employees become defensive feel that they are being asked to meet impossible goals. They may fear that their jobs are at risk. Although good managers will always find a way to be kind and respectful, the conversation may still be uncomfortable and upsetting.

Here are our tips to make sure the interaction leaves the employee feeling supported instead of abandoned.

Be Specific

An employee appraisal needs to draw on real-life examples. Instead of telling an employee that their work quality is low, employers should prepare to point to specific instances. Perhaps the employee is not taking certain responsibilities seriously. Perhaps they consistently miss important deadlines and don’t seem to be making any effort to improve. Whatever the problem, employers may be able to use performance management software to identify a pattern and not just a single occasion.

Has the employee already been asked to fix this problem? Employers may not need PIPs if they communicate openly with their staff about performance ongoing. If the employee has been warned, employers should be sure to point this out.

Focus on performance

PIPs are opportunities for growth and improvement. Managers holding these difficult conversations must stay focused on performance goals. Personal attacks in this scenario, as ever, are out of line. Proactive managers can keep a record of performance evaluations with a 360 review template or a 9-box grid and use these examples to see how others organise these discussions.

How to Write a Performance Improvement Plan

One of the most important aspects of a PIP is the performance evaluation form. This is the written document employers will make with employees to record objectives and a timeline for improvement. Here are some key considerations for employers developing an employee evaluation form.

Define acceptable performance

How would a high-performing employee be completing this role? Instead of focusing on what they don’t want, employers should first have a firm understanding of what they do want. Then, they can work backward to determine where the employee is falling short and where they can improve. Having set criteria for performance reviews helps mitigate rater bias.

Create measurable objectives

Give the employee insight into the business’s performance appraisal system. What do they need to do to improve? Use the SMART framework (Smart, Measurable, Attainable, Relevant, Time-based) to create goals employees can reasonably achieve. Keep track of employee performance metrics and take feedback into account. If they say expectations are unreasonable, there may be a good reason for it.

Outline resources and support

What resources will be available for employees who need to develop new skill sets? Managers can offer support through training, and performance coaching. Similarly, they can encourage employees to ask their peers for guidance. Consider how to address the root of the problem.

Schedule check-ins

One of the most important parts of the performance appraisal form is scheduling regular meetings between the manager and employee. The manager should use these meetings as an opportunity to practice continuous performance management and ensure that the employee is meeting incremental goals and developing according to the PIP. Employees will be able to voice any doubts or difficulties.

State the consequences

There’s no way around it. Although PIPs should ideally help an employee to reach their potential, the possibility exists that they might not. An employee performance improvement plan form should include the repercussions of not meeting expectations.

With these considerations in mind, a manager will be able to draw up a clear and reasonable PIP.

Performance Improvement Plan Best Practices

While PIPs can help struggling employees improve performance, the PIP process can also cause stress. What are the best employee performance management practices to make sure the PIP goes over as smoothly as possible?

Make a plan

First, create a plan. Organise a meeting with both the employee’s manager and hr present. Meanwhile, prepare what to say ahead of time, and make sure to have an employee evaluation form ready.

Listen to your employee

Give the employee an opportunity to respond with any thoughts or comments. The employee is sure to have valuable feedback about the demands of their position or extenuating circumstances. Some businesses may offer a self-appraisal form to see how employees perceive their own recent performance.

Find the root cause of the issue

If an employee is showing poor performance, chances are there is a good reason. This employee was hired because of their skills and their attitude, so they are probably not faltering out of spite. Does the employee struggle to understand the expectations of their role? Are they having trouble outside of work that is affecting their performance? Investigate specific issues through targeted performance review questions and offer support accordingly.

Emphasise the positive

Emphasise the employee’s positive attributes and the impact they have made on the business. This is an opportunity for them to create a personal improvement plan. Help them to find ways to expand their positive influence.

Provide Guidance

The supervisor evaluation will help employees to better understand the business’s expectations. Clear goal-setting will give employees a clear path to follow and help them to reach objectives.

Check-in regularly

Track the employee’s progress after the initial meetings. Is their improvement in line with any interim goals? Regularly touching base will help to keep employees motivated and moving in the right direction. Offer an employee review form so employees can evaluate their own progress.

Employee Attendance Improvement Plan Example

A PIP might be used to resolve a number of situations. Here, we’ll explore how to use a staff performance evaluation to address an employee’s spotty attendance record.

The first step is to explain what kind of attendance is expected of the employee. Show the employee how their behaviour is affecting the rest of the staff. Are the employee’s colleagues having to cover shifts on short notice or pick up the slack? Demonstrate a history of absences using absence-tracking software.

Secondly, create measurable objectives. In this instance, it might be no absences or late arrivals in the next month.

Thirdly, figure out if there is any way you can support the employee. Do they need a different shift so that they can be free to pick up their kids from school in the afternoon? Schedule check-ins to meet throughout the month and discuss the employee’s progress.

Finally, let the employee know the consequences they will face if they continue missing work. In end, the PIP form should include some version of the following:

Goal: To reduce absenteeism

Objectives: Arrive on time, no absences for a month

Action: Only miss work when authorised for medical or personal reasons

Support: Shift switches if necessary

Check-ins: Every Friday at 10 am for the next month

How to Respond to a Performance Improvement Plan: A Guide for Employees

For employees being called in to discuss a PIP with their manager, the process can be nerve-wracking. Maybe the manager pointed out room for improvement before, but the employee didn’t realise it was quite so serious. The good news? This employee evaluation is an opportunity for employees to step up their game and improve their performance. How they react will either win the trust of their bosses for the long term or further reduce confidence.

Be honest with yourself

It can sting when the boss says your work isn’t up to par, but it is also a valuable opportunity for reflection. Think carefully about your performance. Have you been preoccupied with other things recently? Have you been letting things slide?

If your boss asks you to self-evaluate, consider checking out how to write performance reviews for yourself examples so you can present a more objective picture.

Make your job a priority

It’s time to refocus on work. Make sure you have enough time to give your projects the attention they deserve. Show your manager what makes you shine.

Seek help when you need it

Self-improvement is never easy. Fortunately, a performance improvement plan probably means that your company is interested in helping you grow in the right direction. If you feel that you have received an unfair performance improvement plan, be sure to communicate clearly with your boss about how it could be adjusted. Don’t squabble about past incidents. Instead, focus on the future and meet the objectives before you. Make sure to take advantage of the resources available to you.

Stay positive

Although your ego may have taken a hit, it’s more important than ever to keep a positive attitude. Show your manager that you are willing and eager to make the necessary adjustments. To sum up, don’t let small challenges hold you back!

Is a Performance Improvement Plan Bad?

Managing employee performance should not be a once-a-year activity. Organisations need a consistent way to set goals, monitor progress, provide feedback and support employee development.

With Factorial, you can streamline performance reviews, manage employee objectives and centralise essential HR processes in one place. Give your managers the tools to support employee growth and help your organisation build a high-performing team.

Manage Your Performance Reviews with Factorial. With Factorial you can manage so much more than your team’s performance. Factorial’s software for business management centralises all core business functions.

How to Write the Perfect Performance Improvement Plan [+Template]