Performance Improvement Plan, or Sloppy Lazy Hatchet Job?
April 2, 2022 8:36 AM Subscribe
I was put on a Performance Improvement Plan on January 31 that goes through the end of April. Some of the cited examples of poor performance are confusing and/or bullshit. Is my PIP legit?
I like my job, boss, and immediate co-workers a lot and would really like to stay in this job.
I'm a systems analyst at a city government in California. Since last June my primary responsibility has been to be the system administrator for a new enterprise resource planning (ERP) system we launched in October.
The city was so dissatisfied with the company we hired as implementation consultants that we fired them instead of using them for a planned Phase 2 in January.
I got a merit-based raise in October ("extra pay" is checked on the notice I got). Like many people I took a raise as an indication my performance was OK. It's unclear why an incident that presumably was taken into consideration when giving me a raise is an example of poor performance three months later.
1) I fucked up in August and cost some colleagues a week of work. True, with the note that we were using a server called TEST for production work and I mistakenly updated it. (I've done web development for over 20 years and I have never heard of people using a TEST environment for anything other than testing new features or demos.)
2) I didn't finish a feature that would let people delete content from the intranet. False. I completed this feature in November and after I received the PIP I showed my boss proof through code commits that I'd completed it then. They didn't bother to test this before listing it on the PIP.
3) Part of my allegedly poor performance was not responding to trouble tickets in a timely manner. When we were still working with the implementation consultants I was directed to handle the tickets from oldest to newest, instead of prioritizing them by severity.
4) I worked with a series of implementation consultants, who often gave conflicting and contradictory instructions. One of my jobs is setting up roles and permissions, and we literally have hundreds of roles I set up based on their advice that we don't need. I ran a report listing each persons' permissions and it was a 24,000-page PDF (yes, 24K).
5) In December I was assigned to write 20 reports using SQL Server Reporting Services (SSRS) and Report Builder. I had no prior experience with that software and I'd never claimed to. My boss recommend I do an online tutorial to learn how. The number of reports was dropped to one and we brought in someone to train me by working on the report. He was unable to complete it. We brought it a consultant who had previously led the report team and he said the report was very complex. This assignment seems unreasonable.
6) Despite having an established procedure for reporting issues, there have been several cases where other departments didn't submit tickets and then complained to my boss' boss about them not being done. I know another manager was partially behind the PIP because they didn't turn off annotations in the Word doc they gave me. I believe my boss was pressured into the PIP to some extent and probably wouldn't have done it if it was only up to her.
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The PIP includes four specific areas to improve, and I have been working diligently and I think successfully to achieve them.
I was basically working intensely from June until the end of the year, and was burned out in December, to the point where my boss mentioned the city provides counseling services. I got Covid in January and was out for about week.
I feel pretty strongly that I should document these issues and give them to my boss. If they plan to keep me, it corrects the record. If they plan to fire me, they have a record and it might help me negotiate a better severance. (In particular I cannot abide being formally accused in writing of something that is false. This post is basically my rough draft that I will professionalize.)
I hope to make a case that I was doing good work under difficult circumstances, and hit a rough patch in December, when I admittedly dropped the ball on a couple of things.
I like my job, boss, and immediate co-workers a lot and would really like to stay in this job.
I'm a systems analyst at a city government in California. Since last June my primary responsibility has been to be the system administrator for a new enterprise resource planning (ERP) system we launched in October.
The city was so dissatisfied with the company we hired as implementation consultants that we fired them instead of using them for a planned Phase 2 in January.
I got a merit-based raise in October ("extra pay" is checked on the notice I got). Like many people I took a raise as an indication my performance was OK. It's unclear why an incident that presumably was taken into consideration when giving me a raise is an example of poor performance three months later.
1) I fucked up in August and cost some colleagues a week of work. True, with the note that we were using a server called TEST for production work and I mistakenly updated it. (I've done web development for over 20 years and I have never heard of people using a TEST environment for anything other than testing new features or demos.)
2) I didn't finish a feature that would let people delete content from the intranet. False. I completed this feature in November and after I received the PIP I showed my boss proof through code commits that I'd completed it then. They didn't bother to test this before listing it on the PIP.
3) Part of my allegedly poor performance was not responding to trouble tickets in a timely manner. When we were still working with the implementation consultants I was directed to handle the tickets from oldest to newest, instead of prioritizing them by severity.
4) I worked with a series of implementation consultants, who often gave conflicting and contradictory instructions. One of my jobs is setting up roles and permissions, and we literally have hundreds of roles I set up based on their advice that we don't need. I ran a report listing each persons' permissions and it was a 24,000-page PDF (yes, 24K).
5) In December I was assigned to write 20 reports using SQL Server Reporting Services (SSRS) and Report Builder. I had no prior experience with that software and I'd never claimed to. My boss recommend I do an online tutorial to learn how. The number of reports was dropped to one and we brought in someone to train me by working on the report. He was unable to complete it. We brought it a consultant who had previously led the report team and he said the report was very complex. This assignment seems unreasonable.
6) Despite having an established procedure for reporting issues, there have been several cases where other departments didn't submit tickets and then complained to my boss' boss about them not being done. I know another manager was partially behind the PIP because they didn't turn off annotations in the Word doc they gave me. I believe my boss was pressured into the PIP to some extent and probably wouldn't have done it if it was only up to her.
---
The PIP includes four specific areas to improve, and I have been working diligently and I think successfully to achieve them.
I was basically working intensely from June until the end of the year, and was burned out in December, to the point where my boss mentioned the city provides counseling services. I got Covid in January and was out for about week.
I feel pretty strongly that I should document these issues and give them to my boss. If they plan to keep me, it corrects the record. If they plan to fire me, they have a record and it might help me negotiate a better severance. (In particular I cannot abide being formally accused in writing of something that is false. This post is basically my rough draft that I will professionalize.)
I hope to make a case that I was doing good work under difficult circumstances, and hit a rough patch in December, when I admittedly dropped the ball on a couple of things.
PIPs are always hatchet jobs. But yeah, document everything and make it clear you know what they're doing and you're not going to go easy. Make sure you are saving a copy of your documentation and all related communication in a personal email/file storage place because you may need it when they try to deny unemployment.
posted by Lyn Never at 8:50 AM on April 2, 2022 [21 favorites]
posted by Lyn Never at 8:50 AM on April 2, 2022 [21 favorites]
Yes to making a document, and I would structure it slightly differently. You need to structure it not around their laundry list of complaints/objections, but around the four problem areas where they've told you you need to improve.
You need to list the four problem areas, and for each one, lay out the steps you've taken you address the issue, and the results you've achieved so far. If there is anything that's still unclear in what you're supposed to be doing (like, if it is still unclear how to prioritize tickets), note that and ask for direction.
You can also address the stuff that was wrongly included in the original PIP document (i.e., the feature that you actually finished). But don't make that the main part of the document: just note it. Don't complain/justify/defend; don't be adversarial.
Then you need to ask your boss for a meeting to go through your results and get her assessment of how you're doing now. In the meeting, try to get her to clearly tell you where your performance is now satisfactory versus where it's not. Where it's not, get direction on what it'll take to get a satisfactory result.
In the meeting, you should talk a little about COVID and how it's been a stressful time, and how you think you've got yourself sorted out now. You'd be aiming to give her a story that she can retell to other managers who are complaining about you.
That is the by-the-book way to handle this, if the PIP is sincere -- meaning, if your boss is actually interested in keeping you. It won't work if she's not, and like Lyn Never says, PIPs are almost always hatchet jobs. I knew a guy once whose boss told him his performance post-PIP was "perfect" with all the issues "completely resolved," and then fired him, literally the next day. Conflict-avoidant bosses are especially prone to this. They'll say anything to keep the interaction low-stress and pleasant, and then they will totally fire you :(
posted by Susan PG at 9:29 AM on April 2, 2022 [20 favorites]
You need to list the four problem areas, and for each one, lay out the steps you've taken you address the issue, and the results you've achieved so far. If there is anything that's still unclear in what you're supposed to be doing (like, if it is still unclear how to prioritize tickets), note that and ask for direction.
You can also address the stuff that was wrongly included in the original PIP document (i.e., the feature that you actually finished). But don't make that the main part of the document: just note it. Don't complain/justify/defend; don't be adversarial.
Then you need to ask your boss for a meeting to go through your results and get her assessment of how you're doing now. In the meeting, try to get her to clearly tell you where your performance is now satisfactory versus where it's not. Where it's not, get direction on what it'll take to get a satisfactory result.
In the meeting, you should talk a little about COVID and how it's been a stressful time, and how you think you've got yourself sorted out now. You'd be aiming to give her a story that she can retell to other managers who are complaining about you.
That is the by-the-book way to handle this, if the PIP is sincere -- meaning, if your boss is actually interested in keeping you. It won't work if she's not, and like Lyn Never says, PIPs are almost always hatchet jobs. I knew a guy once whose boss told him his performance post-PIP was "perfect" with all the issues "completely resolved," and then fired him, literally the next day. Conflict-avoidant bosses are especially prone to this. They'll say anything to keep the interaction low-stress and pleasant, and then they will totally fire you :(
posted by Susan PG at 9:29 AM on April 2, 2022 [20 favorites]
I wonder if someone just forgot that you completed that content deletion feature on time -- maybe make sure you communicate(d) that in writing, and in a "I just showed it in a meeting where several other things were covered, maybe it got lost in the shuffle" way.
If you seem generally angry (and hey I do get it, I'd be angry too), I wonder if people are reacting to that, and looking for ways that you are measurably/observably difficult; maybe look at showing that you like people and want to help them.
posted by amtho at 10:00 AM on April 2, 2022
If you seem generally angry (and hey I do get it, I'd be angry too), I wonder if people are reacting to that, and looking for ways that you are measurably/observably difficult; maybe look at showing that you like people and want to help them.
posted by amtho at 10:00 AM on April 2, 2022
Any chance you a person of color, queer, and/or a woman who has experienced other microaggressions in the office? That could add another shade to this.
posted by kylej at 10:16 AM on April 2, 2022 [10 favorites]
posted by kylej at 10:16 AM on April 2, 2022 [10 favorites]
If they plan to keep me, it corrects the record.
This is hard and as someone who has been told the performance plan was coming and as an administrator who has put staff on plans, performance plans are documentation to cover an employer before they terminate or otherwise do not renew staff.
In my experience, performance plan is shorthand for, "look for another job." I'm sorry. I would not bother documenting anything; I'd be looking for other work.
posted by Sweetie Darling Sweetie Darling at 10:29 AM on April 2, 2022 [13 favorites]
This is hard and as someone who has been told the performance plan was coming and as an administrator who has put staff on plans, performance plans are documentation to cover an employer before they terminate or otherwise do not renew staff.
In my experience, performance plan is shorthand for, "look for another job." I'm sorry. I would not bother documenting anything; I'd be looking for other work.
posted by Sweetie Darling Sweetie Darling at 10:29 AM on April 2, 2022 [13 favorites]
Is my PIP legit?
Unfortunately a PIP is always legit in the eyes of the people who have the decision-making authority in the situation. So you have to treat it that way even if it seems very off to you.
I like the ideas of communicating and documenting above. I would take one, positive-toned run at documenting your understanding of the PIP and anything you think there's been a miscommunication about. And from there I would definitely check in with your boss at minimum weekly about whether you're achieving the priorities correctly that way (some of the above seems to be rooted in communication issues - was your boss aware the report is too complex, was your boss aware of the crazy number of users, etc). This is another way to show that you're taking the feedback to heart.
However I would also conserve some of your energy to gear up for a job hunt and start looking around, networking, and applying. It will both give you some confidence about next steps and prepare you.
Unlike some people above I have been involved at the manager end of PIPs where the improvement happened and everyone moved on. But I agree they are often more an indication of where things are going above you in the organization and that a lot of times they are about managing people out.
posted by warriorqueen at 10:40 AM on April 2, 2022 [11 favorites]
Unfortunately a PIP is always legit in the eyes of the people who have the decision-making authority in the situation. So you have to treat it that way even if it seems very off to you.
I like the ideas of communicating and documenting above. I would take one, positive-toned run at documenting your understanding of the PIP and anything you think there's been a miscommunication about. And from there I would definitely check in with your boss at minimum weekly about whether you're achieving the priorities correctly that way (some of the above seems to be rooted in communication issues - was your boss aware the report is too complex, was your boss aware of the crazy number of users, etc). This is another way to show that you're taking the feedback to heart.
However I would also conserve some of your energy to gear up for a job hunt and start looking around, networking, and applying. It will both give you some confidence about next steps and prepare you.
Unlike some people above I have been involved at the manager end of PIPs where the improvement happened and everyone moved on. But I agree they are often more an indication of where things are going above you in the organization and that a lot of times they are about managing people out.
posted by warriorqueen at 10:40 AM on April 2, 2022 [11 favorites]
being PIPped is phase one of "We are going to fire you" and in my own experience no one i know who has been PIPped has never not been subsequently fired once the clock ran out, but my experience is not everyone's experience.
with what i have been through, in a similar position i wouldn't do anything more than the absolute bare minimum not to get fired on the spot each day and focus all my efforts on finding a new job ASAP.
posted by glonous keming at 12:08 PM on April 2, 2022 [3 favorites]
with what i have been through, in a similar position i wouldn't do anything more than the absolute bare minimum not to get fired on the spot each day and focus all my efforts on finding a new job ASAP.
posted by glonous keming at 12:08 PM on April 2, 2022 [3 favorites]
Managers use pips because they are unsatisfied with your performance. They are on the fence/can't fire you, and this is the "correct" way to go about this problem. Sometimes they are told by their bosses to do it, sometimes it's on their own.
Usually, managers are unsatisfied by performance for things they can't write on the pip. They heard a rumour you hate them. They don't like it your attitude or your politics. They caught you looking at something on your phone but have no proof. You have no way of knowing exactly what the circumstances will be.
At the end of the pip, you still most likely be let go. Even though they have "proof" of your incompetent behavior, you still will get severence and unemployment. Make sure your apply for unemployment right afterwards, don't wait for severence to end.
All that effort you are putting into beating the severence, best case you force a wishy washy manager to not fire you, for now. Worst case you wasted all this time not fixing what truly got you on the bad list to begin with.
And - the thing is, all this stress and anxiety about being on a pip, will not be a thing at your next employer. They will be happy with you and your contributions.
Source: was once put on a pip for bs reasons, excelled, was fired anyway, collected severence in the next job which had 1.3x the pay and way more respect and less stress.
posted by bbqturtle at 12:12 PM on April 2, 2022 [6 favorites]
Usually, managers are unsatisfied by performance for things they can't write on the pip. They heard a rumour you hate them. They don't like it your attitude or your politics. They caught you looking at something on your phone but have no proof. You have no way of knowing exactly what the circumstances will be.
At the end of the pip, you still most likely be let go. Even though they have "proof" of your incompetent behavior, you still will get severence and unemployment. Make sure your apply for unemployment right afterwards, don't wait for severence to end.
All that effort you are putting into beating the severence, best case you force a wishy washy manager to not fire you, for now. Worst case you wasted all this time not fixing what truly got you on the bad list to begin with.
And - the thing is, all this stress and anxiety about being on a pip, will not be a thing at your next employer. They will be happy with you and your contributions.
Source: was once put on a pip for bs reasons, excelled, was fired anyway, collected severence in the next job which had 1.3x the pay and way more respect and less stress.
posted by bbqturtle at 12:12 PM on April 2, 2022 [6 favorites]
Are you in a union? Do you have a contract? As a public employee in Calfifornia, you have some legal rights to your job that most people do not, but having said that, your boss still has a broad ability to make subjective judgements that could be complete bullshit about your work. If you are in a union, you have the right to have representation, someone who can support you through this process. If you're lucky to be in a union that is already somewhat functional/active, then this person can also give you some perspective on if the boss is being reasonable or not - we often lack perspective on our own stuff for obvious reasons. (If your union is not yet especially functional, I can share some ideas for getting there).
In short, whether or not this PIP is 'valid' is kind of irrelevant. Your boss can say stupid shit about you and I suggest thinking about this with that in mind.
Sorry this is happening - it sounds like it's been a rough time.
posted by latkes at 2:44 PM on April 2, 2022
In short, whether or not this PIP is 'valid' is kind of irrelevant. Your boss can say stupid shit about you and I suggest thinking about this with that in mind.
Sorry this is happening - it sounds like it's been a rough time.
posted by latkes at 2:44 PM on April 2, 2022
Sorry, anonymous, it's stressful, depressing and above all unfair. But I agree with all those who say a PIP is just laying groundwork for a termination. My job was very different from yours, but like you I was put on a PIP for BS reasons. I gave no cause for dissatisfaction in the months afterward, but my supervisor took a couple real occurrences and added fictional aspects. I had documentation that proved them false, but looked at who would judge it if I contested it and realized the directive to get rid of me probably came through him. Definitely not worth the effort then.
Is your situation anything like that? Will your boss (whom you like) make any decisions? Or will those lie with others, up the chain?
At some point it's best to move on and reduce the stress in your life. Either way: good luck !
posted by wjm at 3:58 PM on April 2, 2022 [1 favorite]
Is your situation anything like that? Will your boss (whom you like) make any decisions? Or will those lie with others, up the chain?
At some point it's best to move on and reduce the stress in your life. Either way: good luck !
posted by wjm at 3:58 PM on April 2, 2022 [1 favorite]
I suppose it is possible to successfully complete a PIP but I think it is very rare. At this point you are quite far down the exit lane and it’s very difficult to turn back. If their minds are already made up, it’s hard for managers to admit they were wrong or change their minds.
I know this is hard to hear, but if I were you I’d do as much as I can to meet the requirements set out in the PIP. But I would also start urgently preparing to be let go - start looking hard for a new position and deal with any financial / logistical matters that you can.
Sometimes, as much as you are a capable person working in a good company, it’s just a bad fit. You might just be the wrong person in the wrong job at the wrong time. I’ve had experiences when a new boss arrived and just didn’t like me or my work despite my solid track record. I moved to a different company to do a pretty much the same job in the same way with rave reviews.
Wishing you all the best.
posted by ElasticParrot at 4:06 PM on April 2, 2022 [1 favorite]
I know this is hard to hear, but if I were you I’d do as much as I can to meet the requirements set out in the PIP. But I would also start urgently preparing to be let go - start looking hard for a new position and deal with any financial / logistical matters that you can.
Sometimes, as much as you are a capable person working in a good company, it’s just a bad fit. You might just be the wrong person in the wrong job at the wrong time. I’ve had experiences when a new boss arrived and just didn’t like me or my work despite my solid track record. I moved to a different company to do a pretty much the same job in the same way with rave reviews.
Wishing you all the best.
posted by ElasticParrot at 4:06 PM on April 2, 2022 [1 favorite]
I'm sorry you are going through this, stuff like this is incredibly stressful. The mixed messages must be particularly hard.
It would certainly be worth consulting your union, or if you're not unionized, an employment lawyer. If some of your issues were attributable to illness of which your boss was aware (which would seem to be the case if she was telling you about resources, and if you told her you had Covid), they could have legal obligations towards you.
I agree, though, that usually a PIP is a way of laying the groundwork for termination of employment. While it's worth addressing their concerns, focus the greater part of your energy on being ready to find something else.
posted by rpfields at 8:53 PM on April 2, 2022
It would certainly be worth consulting your union, or if you're not unionized, an employment lawyer. If some of your issues were attributable to illness of which your boss was aware (which would seem to be the case if she was telling you about resources, and if you told her you had Covid), they could have legal obligations towards you.
I agree, though, that usually a PIP is a way of laying the groundwork for termination of employment. While it's worth addressing their concerns, focus the greater part of your energy on being ready to find something else.
posted by rpfields at 8:53 PM on April 2, 2022
Misrepresentation you have evidence to back up will also be helpful if you file for unemployment and they contest your claim.
posted by knucklebones at 9:14 PM on April 2, 2022 [2 favorites]
posted by knucklebones at 9:14 PM on April 2, 2022 [2 favorites]
Originally a scapegoat was a literal goat that a priest transferred all of the sins of the community on to. The goat was then sent off into the wilderness.
From your description you will be sent off into the wilderness soon. Or you can choose your own time.
posted by Tell Me No Lies at 9:15 PM on April 2, 2022 [4 favorites]
From your description you will be sent off into the wilderness soon. Or you can choose your own time.
posted by Tell Me No Lies at 9:15 PM on April 2, 2022 [4 favorites]
hi! i was pip fired! it's a no win. beat a hasty retreat, and get something cooler. for sure, don't redouble your level of effort. wasteful
posted by j_curiouser at 9:21 PM on April 2, 2022 [2 favorites]
posted by j_curiouser at 9:21 PM on April 2, 2022 [2 favorites]
I have been working diligently and I think successfully to achieve them
You 'think'? That's a poorly-written PIP. The thing is, PIPs are hard to write because you HAVE to write with some specificity not what's happened in the past (so forget about all those examples that brought it on, they don't matter), but what acceptable performance looks like going forward. It's also committing the manager to some pretty onerous commitments as well.
So this pip should have *specific* *measurable* things. That's the hard part, whatever you write in there, you have to come up with a measure for it, and then a reasonable spec for that measure. You can't ask more of the person on the PIP than you do of every other employee.
There can be subjective things in it when it's the only way, but you don't get to wait until the end of the PIP period to reveal if you're happy or not. You have to show that management made a reasonable effort to assist the employee. That means DAILY, maybe turning eventually into weekly meetings IN WHICH PROGRESS (or lack thereof) is DOCUMENTED. The employee should know within the hour if they do something contrary to the PIP. And by the end of the PIP period they should have in their hand dozens of progress reports saying they're doing fine (or poorly).
Yes, in the private sector, PIPs are just nice ways to ease their conscience when they fire someone, but you're a government employee and may be entitled to due process. If so, an employment attorney will eat them alive if they don't have their documentation airtight. Sadly, most people don't contest them.
Ask for those one-on-one progress meetings. Take your own notes. Save those notes. Document every time they refuse to meet with you, and make it a LOT of times. Force them to give you daily up/down votes that will prevent them from making an arbitrary decision at the end, or to appear on the record like they didn't hold up their responsibility to you.
posted by ctmf at 9:52 PM on April 2, 2022 [4 favorites]
You 'think'? That's a poorly-written PIP. The thing is, PIPs are hard to write because you HAVE to write with some specificity not what's happened in the past (so forget about all those examples that brought it on, they don't matter), but what acceptable performance looks like going forward. It's also committing the manager to some pretty onerous commitments as well.
So this pip should have *specific* *measurable* things. That's the hard part, whatever you write in there, you have to come up with a measure for it, and then a reasonable spec for that measure. You can't ask more of the person on the PIP than you do of every other employee.
There can be subjective things in it when it's the only way, but you don't get to wait until the end of the PIP period to reveal if you're happy or not. You have to show that management made a reasonable effort to assist the employee. That means DAILY, maybe turning eventually into weekly meetings IN WHICH PROGRESS (or lack thereof) is DOCUMENTED. The employee should know within the hour if they do something contrary to the PIP. And by the end of the PIP period they should have in their hand dozens of progress reports saying they're doing fine (or poorly).
Yes, in the private sector, PIPs are just nice ways to ease their conscience when they fire someone, but you're a government employee and may be entitled to due process. If so, an employment attorney will eat them alive if they don't have their documentation airtight. Sadly, most people don't contest them.
Ask for those one-on-one progress meetings. Take your own notes. Save those notes. Document every time they refuse to meet with you, and make it a LOT of times. Force them to give you daily up/down votes that will prevent them from making an arbitrary decision at the end, or to appear on the record like they didn't hold up their responsibility to you.
posted by ctmf at 9:52 PM on April 2, 2022 [4 favorites]
Unfortunately it's not over once you satisfy the PIP. The PIP is chosen for performance issues rather than conduct issues. That is, they're doubting you CAN do the job. Once you prove you CAN by passing the PIP, if you ever screw up again, it's automatically misconduct. (You CAN but for some reason you WON'T). Misconduct doesn't require a PIP.
posted by ctmf at 9:57 PM on April 2, 2022 [1 favorite]
posted by ctmf at 9:57 PM on April 2, 2022 [1 favorite]
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posted by rockindata at 8:41 AM on April 2, 2022 [10 favorites]