Learn how to communicate, collaborate, and coach employees who are resistant to a performance improvement plan. Find tips to make the process more effective.

Handling difficult employee on (PIP) requires empathy, open communication, and firmness. Here are some steps: 1) Understand the Root Cause: Take the time to understand why the employee is difficult. Is it due to a lack of clarity about expectations, personal issues, or something else? 2) Clearly communicate the expectations outlined in the PIP. 3) Offer support to help the employee succeed in meeting the goals of the PIP. This could include training/coaching/mentoring. 4) Foster Open Communication. 5) Clearly outline the consequences of not meeting the objectives of the PIP. 6) Monitor Progress and Provide Feedback. 7) Be flexible and willing to adjust the PIP if not yielding the desired results. And of course, document everything.

Last updated on Jun 30, 2024

How do you handle difficult or resistant employees on a PIP?

A performance improvement plan (PIP) is a tool to help employees who are struggling to meet their goals or expectations. It outlines specific areas of improvement, action steps, resources, and deadlines. However, not all employees are receptive to a PIP. Some may feel angry, defensive, or resentful. How do you handle difficult or resistant employees on a PIP? Here are some tips to make the process more effective and less stressful.

1 Explain the purpose

Before you present the PIP to the employee, make sure you explain the purpose and benefits of the plan. Emphasize that the PIP is not a punishment, but a support system to help them succeed. Explain how the PIP aligns with their goals, the company's objectives, and the feedback they have received. Clarify that the PIP is not a final warning, but a chance to improve and demonstrate their potential.

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Herjeet Singh, ICF-PCC, GCDF, CBCC, ACTA

190+ recommendations 🔶 Coached 1500+ Professionals 🔶 Helping professionals at mid-level and above achieve career success through clarity, purpose, and confidence 🔶 Expert Career Coach
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Handling difficult employee on (PIP) requires empathy, open communication, and firmness. Here are some steps: 1) Understand the Root Cause: Take the time to understand why the employee is difficult. Is it due to a lack of clarity about expectations, personal issues, or something else? 2) Clearly communicate the expectations outlined in the PIP. 3) Offer support to help the employee succeed in meeting the goals of the PIP. This could include training/coaching/mentoring. 4) Foster Open Communication. 5) Clearly outline the consequences of not meeting the objectives of the PIP. 6) Monitor Progress and Provide Feedback. 7) Be flexible and willing to adjust the PIP if not yielding the desired results. And of course, document everything.

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Vikas Yadav

HR Digital Transformation | Solution | Client-Centric Growth Leader | IT Services & Product Expert
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To handle difficult employees on a PIP: Communicate Clearly: Explain why they’re on the PIP and what needs improvement. Set Clear Goals: Work together on realistic goals. Provide Support: Offer help and resources. Check in Regularly: Meet often to discuss progress. Listen: Hear their concerns and feedback. Document Everything: Keep notes on all discussions. Stay Positive: Focus on their potential for growth. Keep it supportive and constructive.

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Isman Abdul Rahman MBA, B. Engr, Dip Elec

Building Works for all properties including Electrical Services for Commercial, Educational, Retail and Residential Condo and Landed Properties
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Placing someone into the PIP does have an impact which can be rather immediate on their performance and productivity as well as those working around them. Thus as Leaders, we really need to ensure that there is an absolute need for these individuals to be placed into the PIP. First and foremost, we need to understand whether they had been given clear understanding or training to execute the jobs plus also have we given them adequate resources to be successful in what needs to be accomplished. I have seen how Leaders conveniently placed isolated, untrained and lost individuals into the PIP only to have a huge impact on the individual and the team around them. Leaders also have to know when such PIP could be activated and HR to guide.

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Rajdeep D.
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Handling difficult or resistant employees on a Performance Improvement Plan (PIP) requires a blend of empathy, clear communication, and firmness. Start by understanding their concerns and offering support to address underlying issues. Clearly outline expectations, goals, and consequences of non-improvement, ensuring they understand the seriousness. Provide regular feedback and coaching, offering resources or training if needed. Document all interactions for clarity and accountability. If despite efforts, improvement is not seen, be prepared to follow through with the outlined consequences as stated in the PIP, ensuring fairness and adherence to company policies.

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2 Listen and empathize

When you present the PIP to the employee, be prepared to listen and empathize with their feelings and concerns. Acknowledge their emotions and validate their perspective. Avoid being defensive or dismissive. Ask open-ended questions to understand their point of view and address any misconceptions or gaps in communication. Show that you care about their well-being and career development.

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3 Collaborate and customize

A PIP should not be a one-size-fits-all document. It should be tailored to the specific needs and challenges of the employee. To increase their buy-in and commitment, involve them in the creation and revision of the plan. Ask for their input and feedback on the goals, action steps, resources, and timelines. Make sure the plan is realistic, measurable, and achievable. Adjust the plan as needed based on their progress and performance.

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4 Monitor and communicate

A PIP requires regular monitoring and communication to ensure its effectiveness and accountability. Schedule frequent check-ins and reviews with the employee to track their progress, provide feedback, celebrate achievements, and address issues. Use positive reinforcement and constructive criticism to motivate and guide them. Communicate clearly and consistently about the expectations, outcomes, and consequences of the plan.

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5 Support and coach

A PIP is not a passive or punitive process. It is an active and constructive process that requires your support and coaching. Provide the employee with the necessary resources, tools, and training to help them improve their skills and knowledge. Offer your guidance, advice, and encouragement to help them overcome obstacles and achieve their goals. Be a mentor, not a judge.

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6 Evaluate and decide

A PIP should have a clear end date and criteria for evaluation. At the end of the plan, review the employee's performance and compare it with the baseline and the goals. Recognize their efforts and improvements, and identify any remaining gaps or challenges. Based on the results, decide on the next steps. These could include extending the plan, ending the plan, rewarding the employee, or taking disciplinary action.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you handle difficult or resistant employees on a PIP?

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1 Explain the purpose

2 Listen and empathize

3 Collaborate and customize

4 Monitor and communicate

5 Support and coach

6 Evaluate and decide

7 Here’s what else to consider

Performance Appraisal

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