Our approach

We want everyone at Groundswell to feel confident in their role and proud of the work they do. Most of the time, performance conversations are just that — conversations. We’ll give regular feedback, talk openly about what’s going well, and work together on anything that could be improved.

If something isn’t quite where it needs to be, our first step is always to understand why and support you to get back on track. This might include clearer expectations, additional training, or more regular check-ins. The goal is improvement, not blame.

When we use this process

This policy applies when there are ongoing concerns about your ability to meet the requirements of your role (rather than behaviour or misconduct, which is handled separately through the disciplinary process).

Informal support

In many cases, concerns can be resolved informally. Your manager will:

• Explain what’s not meeting expectations

• Agree clear and achievable goals with you

• Offer support (e.g. coaching, training, or adjustments)

• Set a timeframe to review progress
  
  

We’ll keep this as open and collaborative as possible.

Formal capability process

If things don’t improve with informal support, we may move to a more structured process:

1. Capability meeting

We’ll invite you to a meeting to talk through the concerns in more detail.

• You’ll be given reasonable notice

• You’ll have the opportunity to share your perspective

• You can bring a colleague or trade union representative
  
  

2. Performance improvement plan (PIP)

We’ll agree a clear plan to help you improve, which will include:

• What needs to improve

• What support will be provided

• How success will be measured

• A realistic timeframe for improvement
  
  

3. Review period

We’ll check in regularly to see how things are progressing and offer support along the way.

4. Outcome

At the end of the review period, we’ll confirm the outcome. This could include:

• Improvement — no further action needed

• Extension of the support period

• Redeployment or adjustments (where appropriate)

• Formal action, which may include dismissal as a last resort
  
  

A few important things to know

• We’ll always aim to be fair, consistent, and supportive

• You’ll have the opportunity to be heard at every stage

• We’ll take into account any underlying factors (e.g. health, workload, personal circumstances)

• This process is about helping you succeed wherever possible
  
  

Right of appeal

If a formal decision is made, you’ll have the right to appeal. We’ll explain how to do this at the time.

Our aim

We believe people do their best work when they feel supported, clear on expectations, and able to grow. This process is here to help make that happen.