Performance improvement template and conversation resources

The template and conversation resources provided on this page can be used to:

• Address the performance of an employee not meeting the expectations for a given role  
• Identify and define specific performance improvements, timelines, supports you will provide and next steps  

You have likely already used the Performance check-in template to document: 

• Prior performance concerns 
• Coaching you provided 

Download an MS Word version of the Performance Improvement Template (DOCX, 76KB).

If supervisors use, are considering using or usure about using this template: 

• Review Managing underperformance on Careers & MyHR 
• Reach out to an HR Specialist for support through AskMyHR. Use the categories My Team or Organization > Employee & Labour Relations > Managing work performance

On this page

• Preparing for the conversation
• Suggested discussion questions

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Preparing for the conversation

The following considerations can help guide employees and supervisors prepare for their roles in performance conversations.

Employee

• Consider what has been going well in your role  
• Identify where you see opportunities for improvement  
• Determine what supports would help you perform at your best  

Supervisor

Before engaging in this conversation, reach out to an HR Specialist through AskMyHR for support:  

• In having this conversation 
• If performance improvements are not made within agreed upon timelines 

Also consider requesting short-term coaching to review for the conversation: 

• Your mindset 
• Your approach 
• How you want to come across 

Consider:  

• What are the expectations for the position?  
• Are the expectations consistent with the employee’s classification and job description? 
• Are the expectations consistent with work done by other employees in similar roles? 
• Have you provided the employee with a copy of their job description?  
• What assumptions are you making about the employee?  
• Does the employee need new or adjusted supports to be successful?   
• Have you described the expectations to the employee? Were they clear? How did you communicate the expectations (for example, goals in the Performance Development Platform, a letter of expectations)? Does the employee understand them?   
• What two or three specific areas of performance should the employee focus on in the near term?  

Suggested discussion questions

Supervisors, begin the conversation by summarizing the high-level performance expectations requiring further development. Conversation participants can use the suggested discussion questions below to guide discussion. Capture significant outcomes and action items in the appropriate comment boxes of the template.  

• Tell me about how things have been going for you in your role. What is going well? Where do you see opportunities for improvement?  
• To meet the expectations identified as requiring further development, what support do you need? This could be coaching, tools, resources, more training, etc.  
• Between now and our next conversation, I would like you to work on two to three areas we discussed requiring development. What specific steps will you take to meet these expectations?  
• We will follow up on these areas and discuss your progress during our next meeting. If needed, we can discuss an action plan for improvement in each of those areas when we meet again.  
• What else would you like to share with me?  
• What support would you like from me?