Navigating a Fair PIP Process Made Easy

1. Understand the Purpose of a PIP

A PIP isn’t a disciplinary tool—it’s a structured way to help employees improve their performance.

• What It’s For: Addressing specific performance gaps while offering support and resources for improvement.

• What It’s Not: A fast track to termination or a tick-the-box exercise. It's also not for managing behavioural issues.

Pro Tip: Approach the PIP as a collaborative effort to help the employee succeed, not as a punishment.

3. Create SMART Goals

Set goals that are Specific, Measurable, Achievable, Relevant, and Time-bound.

• What to Do:

  • Specific: Clearly define what needs to improve (e.g., “Increase sales calls from 10 to 15 per week”).

  • Measurable: Include quantifiable metrics to track progress.

  • Achievable: Ensure goals are realistic given the employee’s role and resources.

  • Relevant: Align goals with the employee’s responsibilities and team objectives.

  • Time-bound: Set a clear timeline, typically 30, 60, or 90 days.

Pro Tip: Break down larger goals into smaller milestones for easier tracking.

5. Maintain Open Communication

Transparency and trust are critical to the PIP process.

• What to Do:

  • Start the PIP with a collaborative discussion, not a one-sided directive.

  • Clearly explain the expectations, timeline, and consequences if goals aren’t met.

• Pro Tip: Use positive language to frame the PIP as an opportunity for growth rather than a reprimand.

7. Evaluate Fairness Throughout

A fair PIP is objective, achievable, and transparent.

• What to Check:

  • Are goals reasonable given the employee’s role and workload?

  • Is feedback consistent and constructive?

  • Are you providing enough support and resources?

• What to Do if Concerns Arise:

  • Reassess the PIP’s structure with HR.

  • Address the employee’s concerns promptly and adjust where necessary.

Quick Checklist for a Fair PIP

• ☐ Clearly defined performance issues with examples.

• ☐ SMART goals tailored to the employee’s role.

• ☐ Adequate support and resources provided.

• ☐ Regular progress check-ins with documented feedback.

• ☐ Transparent communication about expectations and consequences.

• ☐ A positive, collaborative approach throughout the process.

A Path to Growth, Not Punishment

A fair PIP process isn’t just about improving performance—it’s about building trust, creating development, and demonstrating your commitment to your team’s success.

When approached thoughtfully, a PIP can be a turning point for both the employee and the organisation. So, take the time to get it right—you’ll be better for it, and so will your team.