It’s that moment when you know something is wrong but aren’t sure what.

Your boss has called you into his office and he is wearing a serious look. That part is fine but there is another person also present. You realize something is going to happen for which the boss wants a ‘witness’.

The conversation starts with a few niceties while you wonder what the agenda is and then the bomb drops on you. The company isn’t happy with your performances and instances are cited.

You’re not given a chance to explain and the attack continues on you as if to bait you into an unprofessional outburst.

Don’t worry, you’re not going to be fired on the spot unless you’ve done some dismissible offence. Instead, you’re told something that is bound to rattle you, especially if it is unfair – a Performance Improvement Plan (PIP).

It’s not uncommon for employers to use a PIP as a first step to fire an employee and later in this post I’ll share some red flags with you but for now, know that you do have the power to improve your performance and keep your job.

I remember in my corporate world days we used to have a bell-curve approach to performance reviews. 1 meant you were out, getting a 2 provided the opportunity to improve your performance to a 3 (which meant you were performing as expected for your grade and job role). 4 or even a 5 meant promotion time.

What are Performance Improvement Plans?

A Performance Improvement Plan or PIP is a structured document containing the plan of action designed by the supervisor for an employee whose performance is not up to the mark.

The plan might be created as a result of an unsatisfactory performance review, to eliminate an unwanted behavior that is affecting performance or even as a second chance to an employee who is on the verge of being terminated. That was why getting a 2 on the bell-curve put the employee on a PIP.

Normally your boss and HR will meet with you to discuss the PIP and answer any questions that you have. A good PIP will include giving you support to meet the set goals or Key Performance Indices.

Think of it this way, when you start a new job, you’re put on probation for a specified period of time which could range from 6 weeks to 3 months or even more. If you meet the job requirements and your performance is up to par, you’re confirmed in your job.

This is similar except it’s done while you’re already on confirmed employment. If you’re not able to improve your performance during this period or don’t meet the agreed targets, then yes, you’re employment is terminated.

How to handle a PIP

Don’t take a PIP the wrong way and hand in your resignation because you’re upset.

Instead, discuss the PIP thoroughly with your boss and HR and clarify the goals and how you will be assessed.

Be professional and ask for support. If you’re employer’s intention is to fire you, they wouldn’t put you on a PIP to start with.

I’d suggest setting up a check-in schedule with your boss or a designated colleague so you can course correct as soon as possible and also monitor your progress.

This will demonstrate you’re taking the PIP seriously and also demonstrate your confidence to achieve the required targets.

If you feel you need morale support or more guidance, talk to more successful colleagues about how they do it. Better yet, hire a coach for the period of the PIP who has the experience to guide and support you.

Keep your eyes focused on the goal. When you do achieve it, you’ll have done more than just meet the requirements to keep your job.

You’ll have demonstrated that you are mature enough to acknowledge that there is a deficiency in your performance. That you are also a professional who is willing to overcome shortcomings and emerge successful.

It’s another thing that you might want to quit your job after successfully completing your PIP.

That is your call. Especially if the period of the PIP has led to professional growth and you realize you want to explore new pastures instead of continuing with the employer.

So this is the happy ending but what if your gut feeling is that the PIP is a step to get rid of you?

Signs the PIP is being imposed to fire You

It’s not uncommon for some companies to use the PIP to create a situation where they can fire you at the end of it and avoid any legal hassles.

Some common signs include:

• You’re being targeted by your boss who is making it difficult for you to work by not giving you the required resources or criticizing you
• You are being overworked or given unreasonable tasks
• You’re being baited into a conflict which could take the form of embarrassing you in front of your colleagues or giving credit for your work to someone else
• You are being assigned tasks that don’t fit your competency level. This can one of 2 forms – either the task is below your level or tasks that are too difficult and guarantee your failing.
• Your boss tries to micromanage you and doesn’t give you the space to do your work and indulges in formal channels of communication via email instead of communicating with you directly in person or on the phone
• You’re bypassed for promotions and given lame excuses about where you’re lacking without a chance to defend yourself
• Your boss is giving more credibility to colleagues who engage in dirty office politics without hearing your side of incidents

These are just some examples but you get the general idea.

What’s your plan?

You’ll have the indicators during the PIP planning itself. Especially if you’ve got a history with the boss which isn’t cordial or you’re presently facing workplace harassment. It could be goals being set without the support to achieve them.

In my post on the topic of workplace harassment, I’ve given tips on how you should approach it including checking your company’s policies.

If that is the case, then you need to work out your strategy properly. I would recommend agreeing to the PIP but using that time to update your resume and LinkedIn profile and getting into job search mode.

Once both documents are updated, tap into your network and also apply for jobs that are suited to your qualifications.

Be wary of sneaky colleagues who might try to derail you and play positive politics if you have to play at all.

You might get lucky and have an offer before your PIP is completed and the employer might just give you a good reference because they’re relieved your leaving on your own.

Have you ever been placed on a Performance Improvement Plan or something similar? How did you handle it?

Can a Tomato improve your time management?

Way back in the late-1970s, while preparing for my Matriculation Board Exams in Jakarta, my Class Teacher taught me a study technique that helped me combat the overwhelm of revising for my first major exams.

It was a good technique since I topped the Board Exams. There were no tomatoes involved but it was similar to the Pomodoro Technique developed by Francesco Cirillo in the late 1980s.

Creativity has no age limits and I understand that Cirillo first used this technique when he was a university student.

His technique involved using a timer and breaking down work into intervals that were 25 minutes in length with short breaks in between.

Cirillo named the intervals “pomodori” after the tomato-shaped kitchen timer that he used. Pomodoro is the Italian word for Tomato.

The Pomodoro Technique

From a learning perspective, the idea of taking frequent breaks to improve mental agility is similar to Distributed Practice Learning. That’s the method that my teacher taught me.

Distributed Learning Practice when you need to improve performance skills

In Distributed Practice Learning, the principle of work and rest is followed. The learner is not required to memorize the assigned material in one continuous time period. The learner is allowed intervals of rest.

Distributed practice is likely to be a superior method for performance skills like driving or typewriting. It is often though not always advantageous when verbal material is being memorized such as poetry or chemical formulas.

Shorter study periods are beneficial for young students, slow learners and particularly when motivation level is low or the material is complex and difficult to understand. It also helps to maintain attention, break monotony and reduce fatigue.

How to implement Pomodoro Technique in 5 Easy Steps

There are 5 simple steps to implement this technique:

Step 1: Plan the tasks to be done using a “To Do List” and then prioritize them. At this stage, make a realistic estimate of the time required for each task and note them down against the task. Decide on the task to be done.

Step 2: Set your timer to ‘n’ minutes (traditionally 25 minutes). This time interval is your ‘pomodori’

Step 3: Work on the task until your timer rings. Record your progress with an X , tick mark or even use a highlighter if colours motivate you.

Step 4: Take a short break of 3 to 5 minutes.

Step 5: Go back and repeat Steps 1 to 4.

When you have completed 4 “pomodori”, take a longer break of 15 to 30 minutes.

The beauty of this technique is that every time you complete a “pomodori” and record it, you experience a sense of satisfaction that you have achieved something.

It enables you to get information on where you can improve your time management and how realistic you are about task times.

What happens if you are interrupted in the middle of a pomodoro?

Well, the bad news is that a pomodoro is not divisible. In other words, you cannot do a task for 5 minutes and then come back to resume it.

If you are interrupted during the task, then either you have to record that activity or abandon the pomodoro and move on.

In time, you will see how interruptions impact your time management. If necessary, you will learn how to keep distracters at bay.

Downloadable “Pomodoro Technique” software is available on the internet. I personally prefer the traditional method of using a timer, a paper and a pencil or pen.

I actually maintain a beautiful folder where all my To Do List tasks are recorded on a daily basis.

Somehow, just writing down the tasks and time required gets me motivated. The sound of the timer and the tick mark on my sheet makes me eager to get onto the next pomodoro.

What about you? Have you tried this technique? Share your thoughts with me in the comments box below.

The Pomodoro Technique is a good Time Management Tool. It works best when we know how to combat our time mismanagement and change our habits.

Learn more about Karmic Ally Coaching’s online course 5 Simple Steps to Win your Time Management Challenge  here or by clicking the image below.

Written By: Vatsala Shukla