When to use a PIP
- Performance is falling short of clear, communicated standards, and informal conversations haven’t fixed it.
- Not for misconduct (use the disciplinary procedure) and not as a box-ticking route to dismissal.
- Check first: is there a training gap, a resourcing issue, or a health or personal factor?
How long should a PIP run?
- In typical practice, PIPs commonly run for 4-12 weeks, depending on the role and the gap.
- This is common practice, not a legal requirement. Long enough for a genuine chance to improve.
The steps
- Prepare: evidence, the standard expected, examples.
- Meet: explain the concerns, listen, agree the support.
- Set objectives: specific, measurable, realistic, with dates.
- Support: training, coaching, regular check-ins.
- Review: regular documented reviews (e.g. every 1-2 weeks).
- Close: improved (sign off), partly improved (extend), or not improved (consider the formal process).
Linking to a fair disciplinary process
- Code of Practice on Grievance and Disciplinary Procedures (S.I. No. 146 of 2000): clear procedures, details of the concerns, the chance to respond, a fair and impartial hearing, the right to be accompanied, and the right to appeal.
- The PIP is often the step before, or the informal stage of, a formal process. Make sure it matches your own written procedure.
Documentation
- Written PIP, meeting notes, evidence, support given, review outcomes; shared with the employee, kept securely (GDPR).
Right to be accompanied
- Under the Code, employees can be represented by a colleague or trade union representative at formal stages. Tell them in writing.
When to get advice
- Health issues, disability, pregnancy, a grievance raised, long service, a senior role, or if dismissal is a real possibility.