Performance improvement plan template: Free PIP PDF

Telling a team member they need to improve is never easy, but sometimes it has to be done. If someone is struggling, you need to talk with them. By making the conversation practical and showing them a clear way forward, you give them a real chance to succeed on the team.

A performance improvement plan (PIP) helps team members who are having trouble get back on track. In this guide, you'll learn what to include in a PIP template, when to use one, and how it can make your team stronger.

What is a performance improvement plan?

A performance improvement plan (PIP) is a formal document that outlines specific, measurable steps an underperforming employee must take to meet job expectations within a set timeframe. It serves as both a roadmap for improvement and official documentation of the process.

Typically, you'll meet with team members individually to discuss performance issues and work with them to create a PIP. The PIP should include a structured plan for the future and achievable goals.

Some team members struggle because they need more structure, but they can do well with the right support. A PIP is designed to give them that support.

When to use a performance improvement plan

Not every performance issue calls for a PIP. Understanding when this tool is appropriate helps you use it effectively and support your team members effectively.

Before starting a PIP, check with your HR team to make sure you follow your organization's policies and keep proper records.

Benefits of using a PIP template

Using a standardized PIP template brings consistency and clarity to what can otherwise be an emotionally charged process. Here's why templates matter:

• Consistency: Every team member receives the same structure and support, regardless of the manager.

• Clear documentation: Creates a written record of expectations, timelines, and agreed-upon actions.

• Reduced bias: Helps managers focus on objective criteria rather than subjective impressions.

• Faster implementation: Lets you focus on the conversation rather than building documents from scratch.

• Legal protection: Demonstrates fair treatment if performance issues lead to further action.

A well-designed template transforms the PIP from a punitive measure into a genuine opportunity for growth and improvement.

Tips to consider before implementing a performance improvement plan

The most important thing to remember before you go into this conversation is that a PIP is designed to help team members improve. Think of this as a conversation where you offer constructive feedback and create tangible next steps for improvement. The tips below can help you enter a conversation with an open mind and help your team members digest the information effectively.

• Prepare your team members: If this is your first PIP conversation, you might want to bring it up without giving your team member a heads-up, but by preparing them, you can focus the conversation on constructive improvements. Regardless of how you broach the subject, make sure to foster strong communication in the workplace so they feel comfortable expressing themselves.

• Listen actively: Once you're face-to-face, your goal should be to listen and try to understand. Instead of assigning blame, ask them to explain the situation and anything that might be contributing to their performance issues. Speaking with them individually could reveal problems you weren't aware of before, which may affect the performance improvement plan you create together.

• Stay positive: When giving feedback, keep a positive attitude. A PIP can feel intimidating, but it’s really a chance to improve.

• Find the root cause of the problem: Understanding the root cause of work performance issues is crucial, and a 1-on-1 meeting can be a great place to dig deeper. You may be seeing behavior or actions stemming from situational or personal root causes. Getting to that core reason can help you develop a more appropriate plan of action.

• Define a clear path: It’s not enough to point out what’s wrong. You also need to show your team member how to improve. This is where the PIP action plan helps.

• Explain that you’ll review progress: As your team member works through their PIP, let them know you’ll check in and encourage them. This shows they’re not alone and helps keep them on track with their goals.

What's included in a performance improvement plan?

A PIP typically includes five core components: a company expectations statement, a performance overview, an action plan with measurable goals, a follow-up schedule, and consequences for not meeting objectives. Here's what each section should cover:

• Company expectations statement: This may be a standardized statement of your company's expectations for team member work performance.

• Performance overview: This part should show how the team member’s performance compares to what’s expected in their role.

• Action plan: Provide action items with measurable steps for the team member to meet. If possible, frame these objectives as SMART goals.

• Follow-up schedule: The "T" in SMART stands for time-bound. Every PIP template should include a timeline with progress milestones.

• Consequences: This section of the PIP explains what might happen if the PIP proves ineffective. This might include further escalation or possible termination.

How to write a performance improvement plan

Writing a performance improvement plan requires a thoughtful, collaborative meeting with your team member. Before meeting, gather evidence to support your observations about their performance. Use the steps below to draft the PIP together.

1. Go over the company, roles, and expectations

The first step in writing a PIP is to cover the expectations. While team members may have different roles and responsibilities, you should have a clear way to define what you expect and what qualifies as underperformance.

This statement helps you compare performance and explain any unique issues your team members face. Team members should already know these expectations before the PIP. To help them meet expectations, make sure you share them early and often.

Tip: The company should have formal documentation of its expectations for team members. Make sure your team members always have access to these expectations, even when they aren't having performance issues. That way, everyone can remain informed about what's expected of them.

2. Identify areas for improvement

After reviewing company expectations, point out the specific areas that need improvement. List the ways the team member isn’t meeting expectations and give examples of their performance.

You need to point out problems in a PIP, but you can also make this section helpful and practical. Here are some tips to keep it constructive:

• Express your belief in the team member to do better

• Only state objective problems

• Always include details and facts to support the problems you're referencing

• Focus on problems that have clear solutions

• Don't point out problems that come from differences in opinion or deficiencies the team member can't control

• Look for the root cause of every problem in order to identify long-term solutions.

Tip: A PIP should be based on objectivity and include facts, not subjective opinions based on your own version of what success looks like. You can avoid this unconscious bias, known as idiosyncratic rater bias, by setting specific and clear assessment criteria and conducting multi-rater reviews to gather performance data.

3. Create an action plan

Every PIP should have a clear action plan for how the team member can improve. This plan might include goals, progress checkpoints, and extra training.

Make sure the goals you set are SMART: specific, measurable, achievable, realistic, and time-bound. Using SMART goals makes it easier to track progress and gives structure to your follow-ups.

Tip: Keep your action plan in a central source of truth, such as a project management tool. Make sure both you and your team member have access to the tool so you can see updates and make changes in real time. Then, use Gantt charts to visualize milestones and track progress as you go.

4. Set a follow-up schedule

Every PIP should have a follow-up schedule that aligns with your action plan. This schedule should include regularly timed check-ins and mentoring throughout the performance improvement plan.

A schedule will hold team members accountable to their goals and provide a target date for when you hope to see improvement. It will also provide clarity and structure for when you check in and support them during the improvement process.

Tip: Create a schedule and task with reminders for your next check-in. This will give your team members something to look forward to, motivating them to boost their productivity and performance.

5. Define next steps

In this section, you'll explain what may happen if the PIP is ineffective. If a team member is unable to make meaningful, measurable improvements, then the position may not be the right fit for them. Consult with your HR team or department lead for next steps.

Common PIP mistakes to avoid

Even with the best intentions, PIPs can fall short if common pitfalls aren't avoided. Here are mistakes to watch out for:

• Setting vague or unmeasurable goals: Replace goals like "improve attitude" with specific, observable behaviors and outcomes.

• Excluding the team member from the process: Make it collaborative so they're invested in the outcome.

• Using unrealistic timelines: Meaningful behavioral change requires adequate time, not one-week deadlines.

• Failing to provide adequate resources: Ensure training, mentoring, or tools are available and clearly communicated.

• Treating the PIP as a formality before termination: Use PIPs genuinely only when you believe improvement is possible.

• Inconsistent follow-up: Without regular check-ins, team members may lose motivation or veer off track.

Avoiding these mistakes helps ensure your PIP serves its true purpose: helping team members succeed.

PIP example and free template

Below, you'll see an example of a performance improvement plan.

Example scenario: Sally isn't currently meeting company expectations because she frequently misses deadlines, skips team meetings, and fails to contribute to team projects. Her performance must improve if she wants to stay in this role, but her manager, Kat, thinks improvement is possible. The root causes of Sally's poor work performance seem like easy fixes. With better task management, team collaboration, and guidance from Kat, Sally should be able to excel with time.

Example action plan/SMART goals: In the next 3 months, Sally will meet all deadlines, attend all scheduled meetings, and contribute to at least one team project.

Try our free PIP template to streamline an action plan and help your team improve at work.

How to track PIP objectives

One of the most important parts of the PIP process is monitoring your team members'progress over time. Without this step, you won't know whether the PIP is working.

To do this, make sure your goals and action plan live in the same place. Too often, goal setting happens in spreadsheets or slide decks, siloed from actual work. Without this connection, team members can't clearly see their progress.

That's why at Asana, we've added goals to our product. By visualizing goals and tasks side by side, team members can:

• Keep team members accountable to their deadlines

• Monitor team member progress in real time

• Track improvement goals against past performance reviews

• Schedule follow-up meetings

• Include team members in these processes for full transparency

Improve team performance with work management software

PIPs can instill a sense of urgency and motivation in struggling team members, encouraging them to put their best foot forward. As you help these individuals set performance goals, use a tool like Asana to track their progress in real time and push them to keep going.

When goals and daily work live on the same platform, team members gain visibility into their progress, and managers can provide timely support. Whether you're tracking PIP milestones or managing broader team performance, work management software helps you stay connected to what matters most. Get started and see how Asana can help your team thrive.

Frequently asked questions about performance improvement plans