A performance improvement plan (PIP) is a formal process organizations use to address employee underperformance, whether in traditional or remote work environments.
This structured document outlines specific performance deficiencies, sets clear and measurable goals, and establishes a timeline for improvement. The PIP details the actions employees should take to meet expectations. To facilitate their progress, it also provides access to resources and support, such as training or mentorship.
By documenting expectations and milestones, a PIP creates transparency for both the employee and the organization. It also ensures that management and human resources (HR) have a consistent framework for monitoring progress and offering assistance.
Why employers use a PIP
Companies use PIPs as a final step before considering disciplinary action or termination, particularly when informal feedback and coaching have not resulted in sustained improvement. According to the Society for Human Resource Management (SHRM), “The PIP should signal a commitment to helping the employee improve—not a way for a frustrated manager to start the termination process.”
The documentation generated through the PIP process serves as a legal safeguard for the organization. It demonstrates that reasonable steps were taken to support the employee and that there was transparency and consistency in performance management decisions.
Unique considerations for remote employees
Implementing a PIP for remote employees can be challenging. Managers have limited visibility into employees’ daily work, making it difficult to proactively identify issues or provide timely feedback. Employers may discover that what works for managing talent in the office doesn’t translate to remote employees.
Meanwhile, communication delays and misunderstandings are more common in remote settings. Gallup found that only 27% of traditional and remote employees strongly agree that their managers keep them informed of what is happening within the organization. As Gallup’s research on hybrid and remote work highlighted, communication problems within organizations are common and may be exacerbated by remote work environments.
In addition, reliance on a cornucopia of digital tools coupled with cultural differences (and sometimes language barriers) can influence how feedback is delivered and received—it also affects the pace and effectiveness of improvement efforts.
These considerations require organizations to adopt tailored strategies that ensure fairness, clarity, and inclusivity in supporting remote employees through the PIP process.
6 tips for creating a PIP for a remote employee
Be specific and objective
When creating a PIP, the more specific and objective you can be about employee performance, the better. The PIP will be viewed as transparent and fair for both the employee and the organization:
- Detail the performance issues. Clearly outline the exact areas of concern supported by concrete examples, such as missed project deadlines, low customer satisfaction scores, or documented attendance issues. This removes ambiguity and helps focus efforts on measurable change.
- Use data to track progress. Provide objective, quantifiable metrics and detailed descriptions of expected behaviors or outcomes. For example, “Respond to all client emails within one business day” or “Increase monthly customer satisfaction scores from 3.2 to at least 4.0.” This granularity sets a transparent standard for success.
The purpose of this method is to guide employees toward specific improvements while providing a neutral basis for employees and managers to evaluate progress against the PIP.
Set clear, measurable goals
Each goal should be specific, achievable, and directly linked to the area of concern. For example, an effective goal could be “Increase productivity by 10% within the next 30 days.” Define productivity in detail, and ensure a 10% improvement over 30 days is feasible.
Including deadlines (e.g., “within 30 days” or “by the end of the quarter”) for each objective injects accountability and creates a sense of urgency in the employee. Specific deadlines also offer natural milestones for progress.
Provide tools and support
Providing adequate tools and support is essential when implementing a PIP, as it demonstrates the organization’s genuine commitment to employee success rather than simply documenting failures. This support can take various forms, including:
- Specialized training programs to address skill gaps
- Regular one-on-one coaching sessions to provide guidance and feedback
- Access to mentorship from high-performing colleagues who excel in the areas needing improvement
For remote employees, providing the appropriate tools and support might involve ensuring they have the proper digital programs/apps installed on their computer and know how to fully leverage them. Employers can schedule virtual check-in times that accommodate different time zones. Finally, creating custom learning paths that can be completed asynchronously is another way to support remote employees on PIPs.
Schedule regular progress reviews
Progress review check-ins provide structured opportunities for the manager to assess the employee’s progress against established goals, offer timely feedback, and address any obstacles that may arise.
By consistently monitoring milestones and documenting each meeting, organizations can make necessary adjustments to the PIP, reinforce positive changes, and maintain transparent communication throughout the process. Ideally, this approach keeps the employee engaged and focused while ensuring that both parties remain aligned on expectations and next steps.
Progress reviews should occur every week or every other week for best results.
Document everything
Every communication regarding the PIP should be recorded to create a comprehensive record of the process. This includes documenting initial concerns about the employee, specific goals, notes from progress review meetings, resources provided, and any changes to the PIP in response to evolving circumstances or employee input. Employee feedback throughout the process should also be recorded and maintained.
Keeping detailed records supports fair decision-making and serves as essential evidence should questions arise about the PIP’s fairness or effectiveness.
Build in flexibility
The PIP should account for asynchronous work schedules, different time zones, varied working patterns, and other realities of remote work that impact how and when employees can demonstrate improvement. Rather than rigidly enforcing traditional office-based expectations, a flexible PIP recognizes that remote workers may achieve the same outcomes through different pathways or timeframes.
PIP template
Employee name:
Job title:
Manager:
PIP start date:
End date/review date:
1. Performance concerns
- Clearly list the behaviors or outcomes that are not meeting expectations.
2. Expectations and goals
- List specific goals with measurable criteria and deadlines.
3. Action plan and resources
- Outline what actions the employee will take and what support the company will provide (e.g., weekly 1:1s, mentorship, tools).
4. Review process
- Include dates and expectations for progress check-ins.
5. Possible outcomes
- Define what success looks like and what will happen if goals aren’t met.
Acknowledgment
Employee and manager both sign to confirm understanding of the plan.
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Want to learn more about how Velocity Global’s Employer of Record solution can support your company’s global efforts? Contact us for more information.
Topic:
HR Strategies
