A performance improvement plan template is a document that provides 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 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.

What should a performance improvement plan include?

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 for 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 manager and employee 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.

What makes a good performance improvement plan template?

A well-crafted PIP template puts structure and clarity first, helping managers create effective improvement plans without missing important details. Here are the essential characteristics:

• Organization: The template should guide users through each section, from employee information to specific performance issues to improvement goals, ensuring nothing gets overlooked.

• Clear headings: Each section needs distinct, descriptive headings that help readers quickly navigate the document and understand the purpose of each part.

• Whitespace: The template should include adequate spacing between sections and around tables, making it easier to read and complete without feeling cluttered or overwhelming.

• Flexible tables: Tables should have expandable rows and clear column headers, allowing users to add as many performance issues, objectives, or examples as needed for their specific situation.

• Standard formatting: Consistent fonts, text sizes, and styling throughout the document maintain professionalism and make the plan easy to follow.

• Action-oriented language: The template should prompt users to write specific, measurable objectives rather than vague statements, with examples of effective phrasing included.

• Supporting guidance: Include brief instructions or examples within each section to help users understand what information to include and how to phrase it effectively.

• Signature spaces: The bottom of the template must include clearly marked spaces for employee and manager signatures, dates, and any additional comments.

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.