Supervisors should provide early constructive feedback to employees when performance tasks or behavior becomes a concern. This feedback is usually verbal, specific, and held in a confidential setting. The supervisor should listen to the employee, and seek to understand the employee's reasons for why s/he is not performing satisfactorily. Assistance from the supervisor, further coaching, additional help, re-prioritizing tasks, or additional training may be some of the remedies required.
However, if a pattern of poor performance still continues, the Supervisor will want to document the concerns in a Letter of Counseling (Word).
This letter will go in the personnel file, and provides a baseline for further review.
Performance Improvement Plans (PIPs)
When verbal coaching and counseling has not been successful, Performance Improvement Plans (PIPs) are a non-disciplinary focused support model, consisting of weekly 1:1 check-ins for 30, 60, or 90 days) designed to guide course corrections with clear expectations, regular feedback, and ongoing documentation.
The PIP form can be downloaded here, and you can watch this video to learn the guidelines for the process, and steps for consulting with your HR Partner. By consulting with your HR Partner, you identify the appropriate strategy for the PIP. These can begin at any time after verbal coaching and counseling has not been successful. And, for those who receive an overall “Needs Attention” as part of the Achieve Together performance development program for non-represented employees, PIPs will be required. Learn more about Achieve Together on our website.
If a pattern of poor performance does not improve, the Supervisor may want to begin the first level of discipline. Before doing so, take the following steps:
- Review and answer the Client Preparation Questions
- Speak with your appropriate HR representative or Employee Relations
- Read the Introduction and Disciplinary Alternatives sections of Chapter 22: Taking Disciplinary Action in the Guide to the Managing Resources
- Sample disciplinary letters can be found in the Disciplinary Action: Resources section of Chapter 22