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PapaHR · Mike Pritula Academy

PIP template — performance improvement plan

When an employee is struggling, a PIP gives them a fair chance: facts, goals in numbers, deadlines, support and clear consequences — for 30–90 days.

Write a PIP in PapaHR Pricing →

A PIP is an HR document: one document is in Free, unlimited — in Pro ($1.50 per employee a month).

  1. Use the first section to check whether a PIP is needed.
  2. In PapaHR, create a PIP from the template and discuss it with the employee.
  3. Hold meetings on schedule — at the last one, decide based on the success criteria.

Template: PIP with an example

Fill it in right here · Your answers are kept only in this browser. To keep them for the whole team, save them in PapaHR.

Is a PIP needed

A PIP is needed when all 4 are “yes”. Do not use a PIP for a gross violation, a personality conflict, when the decision to dismiss is already made, or when there were no conversations before.

  1. Performance is below expectations
  2. The employee has the potential to improve
  3. A preliminary conversation was held
  4. The problem is documented with facts
Employee and timeline

30 days — simple behavioural issues, lateness, procedure violations. 60 days — skill gaps, quality, missed deadlines (most common). 90 days — complex cases with several problems.

  1. EmployeeAnna Kovalenko
  2. Position and departmentMarketing Manager, Marketing
  3. Tenure2.5 years
  4. ManagerIvan Petrov, CMO
  5. HR partnerMaria S., HR Director
  6. Start
  7. End
  8. Duration
Performance gap

Formula: specific behaviour or outcome + figures and facts + period + business impact. Bad: “the employee does not work well”. Good: facts with numbers and dates.

  1. ProblemIn Q4, 3 of 5 marketing campaigns were delivered more than 5 business days late
  2. ExamplesCampaigns “Autumn”, “Black Friday”, “New Year”
  3. Business impactClient NPS dropped from 72 to 54, 2 clients lost
  4. Problem type
SMART goals

3–5 goals, each with a number (%, pieces, days, points) and a deadline inside the PIP. Each goal is tied to the gap.

  1. Deliver all campaigns on time100% on time · from day 1
  2. Complete PM training and roll out AsanaCertificate + dashboard · 14
  3. Restore client NPSNPS ≥ 70 · 60
Check-in schedule

A 15-minute agenda: progress on each goal in numbers; what helps and hinders; is more support needed; plan adjustment; next date. Remote — weekly 15 minutes and an email after the call.

  1. Kickoff (day 1)Deliver the PIP, goals, support
  2. Check-in 1 (day 14)Learning progress, first results
  3. Check-in 2 (day 30)Mid-point: adjust the plan
  4. Check-in 3 (day 45)Outcome forecast
  5. Final review (day 60)Decision on the results
Support and resources

Skill gap → training, a mentor and weekly 1:1s. Will gap → a mentor, 1:1s and a career conversation. System gap → 1:1s, reduced workload and reassigned tasks.

  1. TrainingAsana PM certification · HR · days 1–14
  2. Mentoring
  3. Coaching / 1:1sWeekly 30 minutes with the CMO · CMO · whole period
  4. Reduced workload−20% of tasks in the first month · CMO · days 1–30
  5. Tools and access
Success criteria

If after 60 days two people argue whether it is a success, the criterion is poorly written.

  1. Campaigns on time100% on time in the last 30 days · Asana: completion vs deadline
  2. PM training and AsanaCertificate + projects in Asana · Certificate, dashboard review
  3. Client NPSNPS ≥ 70 · Quarterly client survey
Consequences

Neutral, with no threats: “Based on the results of the PIP, a decision will be made on further cooperation based on the results achieved.”

  1. On successThe PIP is closed, results are monitored for 3 more months, we discuss an IDP and growth
  2. If the goals are not metAn extension if there is clear progress, a move to another role, or ending the cooperation
Signatures

The employee's signature is not mandatory: a refusal is recorded with HR as a witness. Changes after signing — only by agreement, in writing and dated.

  1. Employee
  2. Manager
  3. HR
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When a PIP is needed and when it is not

A PIP is needed when results are below expectations, the employee has the potential to improve, you have already talked about it and the problem is backed by facts. Don't use it for a gross violation, a personal conflict, when the decision to dismiss is already made, or when there was no conversation before.

How to run the meetings

A short meeting once a week or every two weeks: progress on each goal in numbers, what helps and what gets in the way, next steps. Questions for such a meeting are in the “Improvement plan” 1:1 template.

Questions

What is a PIP?

A Performance Improvement Plan — a 30–90 day plan for an employee whose results are below expectations. It is not a punishment but a transparent plan with facts, goals and support.

How long should a PIP last?

30 days for simple behavior issues, 60 for skills and results, 90 for complex cases with several problems.

How much does it cost in PapaHR?

One HR document is free, unlimited — in Pro: $1.50 per employee a month when paid for a year.

A fair plan instead of a sudden dismissal

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