Tips for Creating the
Performance Improvement Plan

1.  Make the plan simple, practical, and easy to understand. Target one, or possibly two areas, in which the employee needs to improve performance. Provide examples of how the work will improve. For example, “The employee will correctly file all correspondence, using standardized office procedures, within three working days of receipt of the correspondence.” When the employee is unsure about where to file the correspondence, he or she will ask a supervisor for specific directions regarding filing the document.

2.  Include specific time lines for targeted behaviors. To ensure that both you and the employee have a clear understanding of when and how the behavior will be improved, include specifics regarding time. For example, “The employee will answer all incoming calls before the fourth ring. The employee will correctly route all incoming calls within five seconds. If a caller is placed on hold, the employee will verify every thirty seconds that the caller wishes to remain on hold and not leave a message or be connected to voice mail.”

3.  Identify training. Be specific about training that will help the employee improve performance. For example, you may wish to write in the employee’s performance improvement plan, “Attend a class on effective telephone techniques during the month of April.” “Spend four hours with a customer service supervisor reviewing effective techniques for receiving/routing telephone calls before the end of May.” In addition, be specific about whose responsibility it is to arrange the training for the employee.

4.  Demonstrate a positive attitude. If you are committed to helping the employee identify areas of concern and creating a plan that will help the employee further develop, you will most likely see an improvement in both the employee’s behavior and attitude. We are convinced that when supervisors demonstrate a genuine interest in employee development and keep a positive attitude about the employee’s ability to improve performance, employees will be motivated to make changes in behavior.

Remember, making changes is tough, and tougher for some employees than others. If an employee is going to improve, there must be a support system in place. The employee may need additional coaching from the supervisor. Additional training may be required. More than anything though, encouragement is needed during a time of change so that the employee will have the confidence to experiment with new ways of doing things.

Sample Personal Improvement Plan

In conclusion, the most important aspect of any performance review process is obviously not the format or technique utilized, but the underlying attitude by which both the employee and supervisor view the entire process. When supervisors view performance evaluation as part of an ongoing process which can positively lead to improved employee performance, there are farreaching benefits not only for the individual, but also the organization as a whole. Supervisors with this perspective no longer view conducting performance reviews as “the job that nobody wants!”