Meeting snapshot
Employee: Alex R. (fictional) Role: Project Coordinator
Meeting purpose: Day-30 PIP progress check—not a termination decision meeting.
Attendees: Direct manager and HR/fractional HR reviewer.
Documents: Signed PIP, job expectations, dated work examples, prior check-in notes, and any employee response.
Generic discussion points
- Open
“Today we are reviewing the expectations in your PIP, the progress since our last meeting, and the support or clarification you need.”
- Review facts
Describe each expectation, due date, and documented work example. Separate observable facts from assumptions or labels.
- Invite response
“What context should we understand? Is anything preventing you from meeting the expectation? Do you need clarification, training, or another resource?”
- Clarify next steps
Restate what must improve, how it will be measured, the next review date, and who will provide support.
- Close
Summarize agreements, explain that the written notes will be shared, and provide the employee a way to add corrections or context.
Sample meeting notes
Expectation reviewed: Weekly project-status updates submitted by 3:00 p.m. Friday.
Observed facts: Two of four updates were submitted on time. One was submitted Monday; one was not submitted.
Employee response: [Record the employee's words or a neutral summary. Do not speculate.]
Support agreed: Manager provides the approved template and holds a 15-minute Wednesday check-in for the next two weeks.
Next milestone: Four consecutive timely, complete updates. Review on [date].
Follow-up owner: Manager sends notes within one business day; HR reviewer checks consistency with the PIP and policy.