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Run a fair performance improvement plan with 360 feedback

A five-step checklist for running a performance improvement plan (PIP) with 360 feedback, so that it rests on evidence, is agreed with the employee and feels like a plan for growth. Each step has its checks, and a note on where Ten Space can help.

Five steps to a fair PIP.

  1. 1Define the performance gap
  2. 2Collect 360 feedback
  3. 3Agree goals and actions
  4. 4Track progress and feedback
  5. 5Review, evaluate and conclude

Step 1 of 5

Define the performance gap

Before you start a PIP, it is important to ensure clarity and fairness.

  • Clearly state the performance concerns, with measurable examples.
  • Check that expectations and goals were previously communicated.
  • Gather and record objective data, such as KPIs, quality measures and attendance.
  • Confirm the issue isn't rooted in unclear expectations, resources or training.

“Use an evidence-based approach to ensure fairness”

CIPD

Step 2 of 5

Collect 360 feedback

Use 360 feedback to gather balanced input from all stakeholders.

  • Select relevant participants, such as managers, peers, direct reports and clients.
  • Use the 360 to explore strengths and development areas.
  • Encourage honest, constructive feedback, not fault-finding.
  • Review the feedback, make and share notes, and have a conversation with the employee about the details.

Tips

  • Make sure everything is properly recorded, so you can refer to it later.

“Too many companies don’t take the 360 process seriously enough”

Jack Zenger and Joseph Folkman, What Makes a 360-Degree Review Successful?, Harvard Business Review, 23 December 2020

Step 3 of 5

Agree goals and actions

Transform the feedback into focused, trackable objectives.

  • Co-create SMART goals or OKRs with the employee, and agree them.
  • Link the goals to feedback themes and insight.
  • Ensure both the manager and the employee sign off on the plan.
  • Document agreed actions, owners and due dates.

“Define measurable outcomes and shared accountability within PIPs”

SHRM

Step 4 of 5

Track progress and feedback

Don't treat the PIP like a static document: keep it alive.

  • Schedule regular check-ins, weekly or fortnightly.
  • Track progress on actions and against the agreed goals.
  • Offer coaching, support, training or role clarity if needed.
  • Monitor response trends or improvement indicators.

Tips

  • Don't wait for a regular check-in: keep progress against agreed actions up to date.
  • Goals can, and should, change as new information comes in. Don't be afraid to adopt those changes.

“Feedback is only effective when followed by coaching and dialogue”

HBR

Step 5 of 5

Review, evaluate and conclude

End the PIP with evidence and learning, not guesswork.

  • Run a follow-up 360 to compare perceptions.
  • Review goal completion status.
  • Capture lessons learned to improve future PIPs.
  • Agree whether objectives have been met and if further support is needed.

Tips

  • Celebrate improvements with the employee, in the way they would want. If they would respond well to public praise, shout about it.
  • Maintain the momentum, and consider following up with a development plan.

“A successful PIP should feel like a growth plan, not a punishment”

CIPD

From feedback to a plan.

In Ten Space, 360 Performance, goals and one-to-ones are in the same platform as your surveys. Goals, notes and actions link to the feedback, and every one-to-one is kept with its notes and actions, so a PIP builds on what people have said.

A manager preparing for a one-to-one

Questions people ask

Why use 360 feedback in a PIP?

It brings in the views of the people who work with the employee, such as their manager, their peers and their clients, so the plan doesn't rest on one person's view. A 360 at the start shows strengths and development areas, and a follow-up 360 at the end shows whether perceptions have changed.

Is 360 feedback anonymous?

Although the names of participants aren't shown alongside their responses, the small number taking part (typically five to ten) and their close relationship with the person mean that anonymity can't be guaranteed. Results are confidential, and released when you're ready, by whoever you choose: a manager, someone in HR, a coach or a consultant. Who sees what is set by permissions you control.

How does Ten Space help with a PIP?

Run a 360 with 360 Performance, then set goals and actions from the results in the same platform, each action with an owner and a due date. Hold the check-ins as one-to-ones, with notes and actions against every talking point, follow each goal with a red, amber or green status, and compare a follow-up 360 with the first. We set the platform up for you, and expert help, training and support are always included.

See 360 Performance, goals and one-to-ones in Ten Space.

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