Poor performance Policy
Purpose
The purpose of this policy is to provide a clear framework for managing situations where an employee’s performance falls below the expected standards. This policy ensures that poor performance is addressed fairly, consistently, and with a focus on improvement, while giving employees the opportunity to succeed in their role.
Scope
This policy applies to all employees of [Organisation Name] and covers instances where performance issues are identified due to lack of skills, knowledge, effort, or failure to meet key job requirements.
General Principles
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Employees will be treated fairly and with respect at all stages of the process.
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Performance concerns will be identified early and communicated clearly to the employee.
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Support will be provided to help employees improve their performance, including training, guidance, or reasonable adjustments.
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The policy ensures a consistent approach to managing performance issues across the organisation.
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Employees will have the opportunity to respond to concerns and be accompanied at formal meetings.
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The policy does not apply to performance issues arising from conduct or behavioural concerns, which are handled under the Disciplinary Policy.
Identifying Poor Performance
Poor performance may include, but is not limited to:
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Consistently failing to meet performance targets or key responsibilities.
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Lack of improvement despite training or support.
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A decline in the quality or quantity of work.
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Failure to follow company procedures or policies.
Addressing Poor Performance
The process for managing poor performance consists of the following stages:
Stage 1 – Informal Discussion
When performance concerns are first identified, the employee’s line manager will hold an informal discussion with the employee. The purpose of this meeting is to:
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Explain the performance issues.
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Identify potential causes of the performance issue (e.g., personal challenges, lack of skills, training needs).
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Agree on a plan of action for improvement and set clear performance expectations.
This meeting will be followed by a brief written summary of the discussion and action plan.
Stage 2 – Performance Improvement Plan (PIP)
If informal discussions do not result in an improvement in performance, the employee will be invited to a formal meeting to discuss a Performance Improvement Plan (PIP). At this stage:
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Specific performance targets will be set, with clear timescales for improvement.
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The employee will be provided with additional support and training if necessary.
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The employee will be given the opportunity to respond to the concerns and provide their perspective.
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The outcome of this meeting will be documented, and the employee will be informed of the timescales for review.
Stage 3 – Ongoing Review and Monitoring
During the PIP period, the employee’s progress will be regularly reviewed. Meetings will be held to provide feedback, assess progress, and offer additional support if needed.
If improvement is made, the employee will be informed that the performance issue has been resolved, and the PIP will be concluded.
If there is no improvement, further action will be considered, including potential disciplinary action.
Stage 4 – Final Review and Decision
If, after the PIP period, the employee’s performance remains unsatisfactory and no reasonable improvement is achieved, a final review meeting will be held. Possible outcomes at this stage include:
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Extension of the PIP if extenuating circumstances exist.
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A formal written warning.
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Consideration of redeployment or reassignment to another role.
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Termination of employment if no other solution is viable.
Right of Appeal
Employees have the right to appeal any decision made under this policy. Appeals should be submitted in writing within 5 working days of receiving the decision and will be heard by a more senior manager or impartial decision-maker.
Support and Resources
Throughout the process, employees are encouraged to seek support from their line manager, HR, or an employee assistance programme (if applicable). The organisation will provide reasonable adjustments where necessary to support employees in improving their performance.
This policy [does not] form[s] part of your terms and conditions of employment.
Version: [1.0]
Issue date: [date]
Author: [name, job title]
