As demoralizing as a Performance Improvement Plan (PIP) can be, to someone who thinks positively you can look at it as the employer giving you a second chance to prove yourself and be better. The PIP is utilized by employers in South Africa to help employees improve their performance and do better at work. A PIP can lead to termination of employment if workers do not take it seriously. Below are tips on how you can navigate the Performance Improvement plan to cement your place at your workplace.

Understanding a PIP

A structured procedure intended to assist low performing staff members in resolving performance issues. The plan identifies particular areas that need improvement, establishes reachable targets, and sets a reasonable schedule for accomplishing these goals.

Why Do Employers Use PIPs

This is a programme to assist workers who are struggling with performance and reaching goals on time
For the company to have documented proof of an employee’s performance in case of legal cause.

What To Do When You’re Placed on a PIP

1. It may be stressful to be put on a PIP but your reaction must also not fuel the situation, choose to remain calm in professional even amidst the frustration.

2. Ask for a cop of the PIP so that you study the basis of the plan. Make you sure you:

Understand the actual reason why you are being put on the PIP and where you re lacking
Note and keep in mind what is expected of you during this period
Know how long you will be on the improvement plan
Recognize the resources and what you will be assisted with

3. Require assistance or explanation in any areas you don’t understand when you are reviewing the PIP. Discuss with your manager or HR for any unclear guidelines and make sure the timelines and roles given are achievable and realistic.

4. Keep detailed records of any processes, communication and actions related to the PIP in case you will need them during the legal route.

Details like meetings with the managers, feedback, and steps taken to resolve performance issues must be documented and kept safe.

5. Take matters into your hands and make a plan that will work for you to achieve the goals set for you.

Recognize the areas addressed in the PIP and set a personal goal to reach them either daily or weekly.

6. If you believe you need more training or resources, discuss this with your employer so that they help you reach your highest potential.

7. To show your dedication on improving your performance, engage with your manager and do check-ins frequently to establish whether you are still on the right track.

8. Just to make sure you are on the safe side, contact a labor law advisor or the CCMA if you believe the company is using a PIP to plan your dismissal.

What Happens if You Don’t Meet the PIP Goals?

If you fail to meet the tasks and goals set on the PIP you may:

Face a disciplinary action which may involve a written warning
Be dismissed from work. Contract termination under constant poor performance is deemed fair.

Can You Challenge a PIP in South Africa?

If you have reason to believe that the PIP is unfair then you can:

File a Complaint through your company’s grievance procedure.
If the issue remains unresolved then you can seek intervention through the CCMA.
In extreme situations, speak with a labor attorney and get ready for legal action.

What Is Deemed an Unfair PIP?

The PIP may seem unfair if:

They are not straightforward about where you are lacking in your performance
The goals and target set are unrealistic
The PIP is used as an excuse to fire you

What To Do

Make a detailed documentation about every step taken during the PIP, the communication and the disagreements
Consult your union on the unfairness, talk to HR and approach a labor law expert if nothing changes
If nothing changes then file a complaint with the CCMA.

Poor Performance Procedures in South Africa: What You Need to Know

Labour laws in South Africa protect the rights of employees and provide guidelines on how to tackle poor performance matters in a way that would be fair for both the employer and employee. We will explain what rights employees have during the poor performance procedure and how the employers must handle the performance issues.

What Is Deemed As Poor Performance?

When an employee struggles with reaching the employee’s role expectations and the job quality. This can entail:

Struggling to meet deadlines regularly
Submitting poorly done work
Not meeting target
Lack of skills and understanding of their role

Legal Framework for Addressing Poor Performance in South Africa

South African employees are protected by the Labour Relations Act making sure that poor performance is handled with fairness governing employers to go through the right process on addressing the issue before dismissing an employee or taking disciplinary action.

What Employers Must Do To Address Poor Performance

The employer should be able to thoroughly identify and write down the areas where the employee is lacking in their performance. This may entail giving instances where subpar work was submitted reviewing job requirements compared to what the employee is giving.

2. Employers are required to offer any kind of additional training, extra resources and support , guidance, and thoroughly explaining any issues to help the employer reach their goal during the improvement plan.

3. Employers must give an employee a written formal Performance Improvement Plan (PIP) that entails:

Areas that needs to be improved on the job
Guidelines and goals that are reasonably reachable
Deadline for the tasks given
Any sort of support that the employee might need.

4. Employers are obliged to supervise and regularly check on the employer’s progress and give constructive feedback either through weekly performance reviews or frequent progress updates.

5. Upon completion of the PIP, the employer should sit down with the employee and discuss the whole performance.

6. The employer has the right to dismiss the employee if there hasn’t been any improvement even after the PIP as long as the procedure is done fairly. Procedural fairness includes:

A disciplinary hearing
Giving the employee to prove themselves
Discussing other alternatives besides being dismissed

What Are The Employee Rights During the Poor Performance Process?

Employees have the right to be notified about where they are lacking in their performance and given the chance to state their case.
They have the right to seek and receive representation and support when there is a formal hearing, either from the union, colleague or labor representative.
Employees are protected from being fired without the right procedure on the basis of poor performance. If they feel they were unfairly dismissed then they can contact the CCMA.

What Happens if Poor Performance Is Proven?

If despite all the support, guidance and mentoring given and the employee still performs poorly then;

The employer can assign them a new role that is suitable to their skills
The employee may be dismissed fairly and in a legal way.

How Employees Can Protect Themselves

Ask for help where the PIP is unclear so that you understand areas that need improvement and what is expected of you.
Keep records of every process during the PIP from communication, support given, feedback and your work performance reviews.
Have a discussion with your employer to ask for mentoring, extra training or guidance in cases where you believe your skills are not enough.
In cases where you feel like the procedure is unfair then you should consult the CCMA.

What Can You Do in South Africa When You Are Placed on a PIP at Work?