Implementing a Performance Improvement Plan is never easy. It can be uncomfortable for both the manager and the employee, but when handled with clarity and empathy it can lead to meaningful improvement and professional growth. A PIP should always be approached as a structured and supportive process, not a punitive one, and must follow your firm’s HR policies at every step.

Use this checklist as a guide when you need to place someone on a PIP.

1. Confirm the Need for a PIP

• Review performance concerns objectively and confirm that expectations have been clearly communicated before.
• Consult with Human Resources to ensure the situation warrants a formal PIP and to verify all required documentation.
• Gather specific examples of performance issues noting dates, metrics and any prior feedback provided.

2. Define Clear and Achievable Goals

• Identify measurable objectives that directly relate to the performance gaps.
• Set realistic expectations within a defined timeline, typically 30, 60 or 90 days.
• Ensure goals are specific enough to track progress but attainable with the right effort and support.
• Use clear language that outlines what success looks like.

3. Develop a Supportive Action Plan

• Specify what resources, coaching or training will be provided to help the employee succeed.
• Assign a mentor or supervisor to meet regularly with the employee during the PIP period.
• Keep all communication professional, supportive and documented.

4. Communicate with Empathy and Clarity

• Deliver the PIP in a private and respectful conversation.
• Emphasize that the goal is improvement, not punishment.
• Allow the employee to ask questions and confirm understanding of expectations and timelines.
• Document the discussion and have both parties acknowledge receipt of the plan.

5. Monitor Progress and Provide Feedback

• Schedule consistent check-in meetings throughout the PIP period to discuss progress and challenges.
• Provide constructive feedback and document each meeting.
• Recognize improvements as they happen to encourage continued effort.

6. Conclude the PIP Process

• At the end of the period, review measurable progress against the defined goals.
• Involve HR in evaluating outcomes and determining next steps.
• Clearly communicate the results whether the plan is successfully completed, extended or results in further action.

7. Always Follow HR Guidance

• Adhere to firm policies and HR protocols at every stage.
• Maintain confidentiality and professionalism throughout the process.
• Document all actions and communications carefully to ensure transparency and compliance.

A PIP should be structured, fair and focused on improvement. When applied thoughtfully and with HR support, it can help both the individual and the firm achieve better alignment, performance and morale.