Performance Improvement Plan (PIP) Checklist

Compile a detailed record of the performance issues including dates, specific incidents, missed targets, and previous feedback given. Vague claims will not withstand scrutiny if the PIP leads to termination.

Confirm that the employee has received adequate feedback and an opportunity to improve before initiating a formal PIP. A PIP should never be the first time an employee hears about performance concerns.

Review the situation with your HR business partner and employment counsel to ensure the PIP is legally defensible, non-discriminatory, and consistent with organizational policy and precedent.

Determine whether the underperformance is due to skill gaps, motivation, personal circumstances, or systemic issues like inadequate tools or unclear expectations. The PIP should address root causes.

Ensure that similarly situated employees in the past have been treated consistently. Inconsistent application of PIPs creates legal liability and erodes employee trust in the process.

Write specific performance targets the employee must achieve during the PIP period, such as 'Complete all assigned projects within the agreed deadline for 8 consecutive weeks.'

Set a PIP duration of 30, 60, or 90 days depending on the complexity of the performance gaps. The timeline should be long enough for genuine improvement but short enough to maintain urgency.

List the training, mentoring, tools, or schedule adjustments the organization will provide to help the employee succeed. A fair PIP includes both expectations and support.

State clearly what happens if the employee meets the targets, such as return to regular performance management, and what happens if they do not, such as reassignment, demotion, or termination.

Build in weekly or biweekly progress reviews so the employee receives ongoing feedback. Waiting until the end of the PIP to assess progress eliminates the opportunity for mid-course correction.

Present the PIP document to the employee in a confidential setting with an HR representative present. Explain each section of the plan, the expectations, and the timeline clearly and compassionately.

Give the employee time to process the information and voice their perspective. Listen to their concerns and clarify any misunderstandings about the expectations or process.

Have the employee sign the PIP document to acknowledge receipt and understanding. Clarify that signing does not imply agreement with the assessment but confirms the plan has been communicated.

Give the employee their own copy of the signed PIP for their records. Transparency about the terms, expectations, and timeline is essential for the process to be perceived as fair.

Hold every planned progress review on schedule without rescheduling or skipping. Consistent check-ins demonstrate that the organization is serious about supporting the employee's improvement.

Record the employee's performance against each PIP objective at every check-in. Include specific examples of improvement or continued deficiency and share this documentation with the employee.

Do not wait for scheduled meetings to offer guidance. Address issues and recognize improvements as they happen to maintain momentum and show genuine investment in the employee's success.

If circumstances beyond the employee's control, such as organizational restructuring or system outages, affect their ability to meet PIP targets, document the impact and adjust timelines or goals accordingly.

At the end of the PIP period, assess the employee's performance against every defined target. Base the evaluation on documented evidence collected throughout the plan, not just the final weeks.

Determine whether the employee has met, partially met, or failed to meet the PIP requirements. Communicate the decision in a private meeting within one week of the PIP end date.

Congratulate the employee on their improvement and outline expectations going forward. Set new performance goals and continue regular check-ins to sustain the progress achieved during the PIP.

Follow through on the stated consequence, whether reassignment, demotion, or separation, in coordination with HR and legal. Ensure all documentation is complete and the process has been followed consistently.

Store the PIP document, all check-in notes, progress reports, and the final decision in the employee's confidential HR file. Retain records per your organization's document retention policy.