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A Manager’s Guide to informal Performance Improvement Plans

This guide covers the fundamentals of implementing an informal  performance improvement plan (PIP) and sources of further information.

BT operates in highly competitive, complex and fast moving markets. Our success depends on us having a high performance environment where everyone understands what is expected of them and are supported to develop and contribute to their best.

The informal PIP enables managers and individuals to work together in a clear and fair structure to ensure expected standards are met. The primary objective is to help individuals to improve performance to an acceptable level through the provision of training, support and guidance.

When carrying out performance management, you should ensure you abide by the company’s values and treat individuals respectfully. An e-learning training package, called 'Avoiding Bias in Performance Management', is now available. The package helps managers to develop their skills to make truly objective assessments. Also behaviour deemed as bullying and harassment is not tolerated. 

Your responsibility as a Line Manager

1.      Ensure individuals are clear on performance standards at the start of the performance cycle and any subsequent changes throughout the year.  It is important that you follow the business as usual performance management framework throughout the year.
It is important to notify individuals at the normal 1:1 process where they are falling short of the standards, prior to taking action under the informal PIP process. 

2.      Objectively assess the situation: have performance standards been communicated clearly; do they have an up-to-date and relevant job description and measures; what is the evidence that they are not reaching standards; are there circumstances in their personal life that could be affecting performance; is the individual new into the role; have they received adequate training? 

3.      Consider any mitigating factors which may need to be taken into account.  The checklist at Annex A and referred to in the covering email provides a summary of mitigating factors to take into consideration.  

4.      Ensure that the case cannot be processed in line with the Problem Joiners policy.  This policy provides guidance on dealing with new recruits, with up to 12 months service, whose performance, attendance or conduct has fallen below the required standard. It does not apply to internal transferees unless their total service with BT is under 12 months.   

5.      Only if you conclude that the normal 1:1 process has not resulted in the performance of the individual being improved, then you should follow the informal PIP guidance and arrange a face-to-face meeting with the individual. Preparation is essential: assemble the evidence; check that all necessary training, job descriptions and measures have been provided; and plan how you will run the meeting.  Please note Accenture Case Handlers do not need to be involved at the informal stage of the process, and if you have chosen to apply this process please ensure you follow this guide and complete the PIP template and upload all relevant material to the BTPS.  

6.      PIPs quite rightly focus on tasks and measurements.  However, the root cause of the performance shortfall is sometimes behavioural (i.e. the individual may not be proactive enough in the approach they take to their day to day operational duties.  Where this is the case the behavioural short fall needs to be made explicit in the body of the PIP, and use the Leadership Capabilities to explain to individuals which behaviours you expect to see so he/she knows where to focus energies. 

  1. At the meeting, clearly state what the performance issue is and the evidence gathered; set out the expected standards; identify and offer support and coaching to enable the individual to improve to a satisfactory level and maintain it; listen to what they have to say; address any issues; agree an improvement plan and a reasonable monitoring period.  Annex B provides some guidance on the appropriate timings for monitoring periods.
  2. Make the individual aware that if their performance continues to be below the required standard, they will move to the formal stage of the managing under performance process. If standards still do not improve to the required level, it could lead to them being dismissed from BT.
  1. After the meeting, provide the individual with a written PIP which should clearly state what is expected; the performance gap; what they need to do to improve and by when; how they will be measured; and support that will be provided. 
  1. Ensure objectives in the plan are SMART: Specific; Measurable; Achievable; Realistic; and with Timescales and that you capture behavioural shortfalls where appropriate.
  1. Review the plan regularly with the individual and keep documentary records of progress and assistance provided.  Please ensure you upload copies of all notes to your case on the BT People System.
  1. At the end of the monitoring period, decide if the individual has reached the desired standard.  If so inform the individual in writing, a template can be found at  http://humanresources.intra.bt.com/informal_closure_letter.doc

 If you use Informe/PR Live, update and close the case here and Accenture HR Service will close the BTPS case for you.

 If you only use the BT People System attach a copy to the BTPS case and close it by going into Manager Self Service, Manage a Case, select the case and click the Close Case button. Enter the reason for closure and submit. 

  1. If the individual has not reached the desired standard, contact Accenture HR Services who will prepare a letter for you to as the individual should be informed in writing that they will be put onto a formal performance improvement plan.

Annex A identifies factors to consider before taking action under the PIP process

Annex B provides guidance on performance management monitoring periods

Annex C provides an overview of the above process in a summary flow chart.

 

Further information

 

Employee counselling: 0800 917 6767

 

Employee assistance service for managers: 0800 780 784

 

OHS referral available on-line via the BT People System

 

Ask HR Website on the BT People System have a number of Q&As on this policy.

 

For specific questions not covered on the Ask HR website please refer them to your HR Business Partner.