10. (PIP) Process Improvement Plan
SOP: Performance Improvement Plan (PIP) Progression
- Initial Conversation
- Occurrence: 1st instance of performance issue
- Description: A private meeting between the employee and their supervisor to discuss the performance issue. The date, time, and details of what was discussed are documented for future reference.
- Follow-up Action: Schedule a follow-up meeting within two weeks to review progress and provide additional support if needed.
- Consequence for Non-Compliance: If no improvement is observed, the issue will escalate to a counseling session.
- Responsible Party: Supervisor
- Documentation Requirements: Document the date, time, and details of the conversation in the employee’s file within 24 hours of the meeting.
- Verbal Warning
- Occurrence: 2nd instance of performance issue
- Description: A formal verbal warning is given to the employee, clearly stating the performance issue and the expectations for improvement. This warning is documented on the PIP form and placed in the employee’s file with a copy sent to HR.
- Follow-up Action: Monitor the employee’s performance closely and provide regular feedback. Schedule a follow-up meeting within one month to review progress.
- Consequence for Non-Compliance: If no improvement is observed, a written warning will be issued.
- Responsible Party: Supervisor
- Documentation Requirements: Document the date, time, and details of the verbal warning in the employee’s file within 24 hours of the warning.
- Written Warning
- Occurrence: 3rd instance of performance issue
- Description: A written warning is issued, detailing the performance issues on the PIP form, previous counseling and verbal warnings, and the required improvements. The employee must acknowledge receipt of the warning.
- Follow-up Action: Develop a detailed action plan with the employee, including specific steps and deadlines for improvement. Schedule bi-weekly check-ins to monitor progress.
- Consequence for Non-Compliance: If no improvement is observed, the employee will be suspended.
- Responsible Party: Supervisor and HR
- Documentation Requirements: Document the written warning, action plan, and employee’s acknowledgment in the employee’s file within 48 hours of the warning.
- Suspension
- Occurrence: 4th instance of performance issue
- Description: The employee is suspended from work for a specified period without pay and documented on the PIP form. This step is taken if there is no significant improvement after the final warning. The suspension serves as a last chance for the employee to correct their performance.
- Follow-up Action: Upon the employee’s return, conduct a re-entry meeting to reiterate expectations and the importance of improvement. Schedule frequent check-ins (e.g., weekly) to monitor performance closely.
- Consequence for Non-Compliance: If no improvement is observed, termination of employment will be considered.
- Responsible Party: Supervisor and HR
- Documentation Requirements: Document the suspension details, re-entry meeting, and check-ins in the employee’s file within 48 hours of each event.
- Termination
- Occurrence: Continued performance issues after suspension
- Description: If the employee’s performance does not improve after the suspension, termination of employment is considered. This step is taken as a last resort after all other measures have been exhausted.
- Follow-up Action: Ensure all termination procedures are followed according to company policy. Conduct an exit interview to gather feedback and provide support for the transition.
- Responsible Party: HR
- Documentation Requirements: Document the termination process, including the exit interview and any final communications, in the employee’s file within 48 hours of the termination.
If an employee receives any type of performance improvement notice, it will be removed from their record after one year from the date of issuance, not based on the calendar year. However, this policy is flexible and may vary depending on the specific circumstances. Serious offenses such as theft will result in immediate termination.