Performance improvement templates toolkit

What is performance improvement?

Performance improvement is the structured process of helping an employee reach the required standard where performance is below expectations. The subject covers performance improvement, performance standards, performance improvement plans, objectives, support, review meetings and progress, and forms an important part of effective people management and, where relevant, workplace compliance.

For employers, getting this area right involves more than having a policy or form in place. Employers should establish clear standards, explain the gap, consider underlying causes and provide appropriate support. Where formal action may ultimately be required, a fair and well-documented improvement process helps demonstrate that expectations and opportunities to improve were clear. The process should be proportionate to the circumstances, applied consistently and supported by accurate records so that managers understand what to do and employees understand what is expected of them.

The Performance improvement Templates Toolkit brings these requirements together in a practical collection of HR documents covering performance improvement plans, objectives, support actions, review meetings, progress records and outcome communications. The templates are designed to support the key stages of the process, from planning and communication through to meetings, decisions, follow-up actions and record keeping.

This approach can help employers improve consistency between managers, reduce avoidable administration and create a clearer audit trail. It can also help organisations identify issues earlier, make better-informed decisions and manage the employee experience more effectively.

HRDocBox templates are developed from practical UK HR experience and are designed around the processes employers and HR professionals actually need to manage. The content takes account of relevant UK employment law, ACAS guidance and established HR practice, while recognising that individual circumstances and organisational policies will determine how a particular situation should be handled.

HRDocBox regularly reviews and updates its template library as employment law, ACAS guidance and practical HR requirements develop. This means employers have a professionally considered starting point that can save the time and effort involved in creating, maintaining and continually reviewing their own HR documentation from scratch. Templates should still be tailored to the organisation's circumstances and used alongside its own policies, procedures and appropriate professional advice where required.

Common mistakes

Understand the common mistakes employers can make when managing this area of HR, helping you reduce risk, prevent unnecessary costs and ensure the process is handled fairly, consistently and correctly.

• Calling something underperformance without evidence – Raising concerns without clear examples showing what standard has not been met.
• Setting unrealistic targets – Giving employees objectives that are unclear, unreasonable or outside their control.
• Failing to provide support – Expecting improvement without providing appropriate guidance, resources or training.
• Moving too quickly to formal action – Escalating performance concerns without giving the employee a reasonable opportunity to improve.
• Ignoring external factors – Failing to consider workload, resources, management or other factors affecting performance.
• Not documenting progress – Failing to record meetings, agreed actions and evidence of improvement.
• Changing the goalposts – Altering expectations during the process without properly explaining the change.
• Failing to review the plan – Setting a performance improvement plan but not holding meaningful review meetings.

What is a typical performance improvement process workflow?

Here we show you which resources to use to effectively improve the performance of an employee, taking into account the different decisions and directions that are likely / possible.

Following this flowchart will ensure that you factor in all eventualities, follow legal / code of conduct or best practice processes, communicate effectively, and reduce the risk of things going wrong.

Practical example

An employee is below the required performance standard. The manager agrees measurable objectives, training and review dates and considers a disclosed health issue before further action.

The manager and HR then follow the relevant performance improvement process, making sure the facts are established, responsibilities are clear and the employee or other parties involved understand what is expected. Key decisions, evidence and actions are recorded so that the business has a clear and proportionate record of how the matter was handled.

The position is reviewed afterwards rather than treating the initial action as the end of the process. Any outstanding actions, training, support, adjustments, payments, documentation or follow-up meetings are given clear ownership and timescales. This helps the organisation demonstrate consistent practice, identify recurring issues and reduce the risk of the same problem happening again.

FAQs

What is a performance improvement process?

A performance improvement process provides a structured way to address concerns about an employee's performance and give them an opportunity to improve.

Should an employee be told about performance concerns?

Yes. Employees should understand what standard is expected, where their performance is falling short and what improvement is required.

Should employers provide support?

Where appropriate, employers should consider reasonable support such as guidance, training, resources, supervision or clearer objectives.

What is a performance improvement plan?

A performance improvement plan sets out the areas requiring improvement, expected standards, support, review dates and potential consequences if improvement is not achieved.

Can poor performance ultimately lead to dismissal?

In some circumstances, continued failure to meet required standards may result in formal action and potentially dismissal. Employers should follow a fair process and consider the individual circumstances.

Why use HRDocBox to support performance improvement?

HRDocBox combines real-world HR experience, subject-matter expertise and commercial understanding to support effective performance improvement with practical, tried-and-tested resources. With instant access, editable documents, ongoing updates and 12 months' access, you get practical HR support when you need it.