You see some of your team members are underperforming and this is affecting the whole outcome of the sales team. Then, you need to take a structured approach rather than just giving feedback and reviews. A performance improvement plan, also known as PIP, can give clear instructions, measurable targets, and support to those employees who are slowing down. 

In Bangladesh, many organizations still rely largely on ad-hoc talk-throughs rather than documented plans, so that formalizing improvement steps can elevate your team’s productivity and transparency.

In this guide we’ll step through what a PIP is, when to use it, how to craft one, and how to monitor it over time. 

We’ll also explore how a tracking tool like Kothay can bring real-time data to your PIP process, making it far more actionable for field sales teams. Whether you are managing in Dhaka or any other location, you’ll find a systematic way to help under-performance become regained capability.

Let’s start.

What Is a Performance Improvement Plan (PIP)?

A PIP is a formal document referring to an employee about their shortcomings and addressing in which areas they need improvement, what metrics the company expects, and how or when the improvement must happen. It is not like usual vague comments on report sheets that only say, low conversion, slow planning, etc. 

A PIP is a formal document that spells out where an employee is falling short, what improvement looks like, how and when it must happen. It converts vague concerns into measurable steps.

According to the  University of Maryland, the primary purpose is not to punish, it is to support improvement for a defined period of time.

In Bangladeshi corporate culture, most firms only have informal chats and undocumented improvement expectations. But a PIP is a formal process that documents all the details so that both manager and employee understands the criteria of success in the company. 

When Should You Use a PIP?

If you see frequent underperformance even after informal guiding and notifications, a PIP is required here. Some of the common reasons for requiring PIP are missed targets, low productivity,  high absenteeism, and complaints from clients. 

Let’s say,  a sales rep in Dhaka is missing weekly visit targets and hasn’t improved despite notifying him about the issue. In this case, shifting to a PIP can give the person a structured roadmap to improve and give the company better outputs. 

A PIP is completely a different concept from informal feedback or discussions. Weekly or monthly coaching is an ongoing process. Whereas PIPs come with personalized programs when all previous efforts fail. 

Performance Improvement Plan Process: Step-by-Step Guide

Now, let’s talk about how a PIP is created. Follow these steps to create an effective roadmap.

1. Define the Performance Gap Using Objective Metrics

First, identify where the performance graph is going downwards. Use numerical data like number of sales, client visits, conversion rates, revenue per rep, etc. 

2. Set SMART Goals For Employees (Specific, Measurable, Achievable, Relevant, and Time-Bound)

When you understand the actual gap, you need to convert it into clear goals. For example, increase client visits from 10 to 15 every week, maintain a 10% conversion rate at least, etc.

3. Outline Support & Resource

Support your employees with training sessions, mentorships, smart tracking tools like Kothay, etc. 

4. Document Expectations 

Give a precise timeline in the document. 

5. Implement Monitoring and Feedback Plan

Monitoring doesn’t mean just tracking activities. You need to ensure scheduled check-ins, meetings, metrics tracking, etc. 

6. Review Outcomes

After the end of the sessions, you need to go through the results. If you see improvements, you can move forward to other important matters. If the improvement is slightly visible, repeat the cycle. But when you don’t see any sign of change, you should reconsider the position or replace the employee. 

Performance Improvement Plan Example : Tailored for Sales Teams

You don’t have to look for a good PIP template on Google. We’re showing you the most ideal PIP, especially for sales teams in Bangladesh and other Asian countries. 

• Issue: Last 3 months’ average monthly client visits is 15, that is 40% below the targeted average, 40.
• Goal: Turn the average monthly visit at least 35 and ensure minimum 10% conversion within 12 weeks.
• Actions: Use Kothay visit logging daily; prepare a daily route plan; manager reviews progress every Tuesday.
• Timeline: 12 weeks/60 days, with weekly check-ins.
• Support: Provide refresher training on product pitch. Allocate peer-mentors for the first four weeks.
• Metrics/Review: Compare weekly visits logged vs target; track conversion rate; hold feedback session after four weeks.

This template aligns with recognised best practices: documenting root cause, setting SMART goals, and defining clear resources and monitoring.

Critical Metrics & Tracking Methods

Tracking is what transforms a PIP from intention into results. Without data, you’re guessing. Here’s a table of useful metrics:

Metric	What to track	Tool tip
Visits / Completed Tasks	Number of client visits, calls, demos done vs target	Use mobile check-in app for field team
Conversion Rate	% of visits that lead to sales	Dashboard showing conversion over time
Revenue per Rep	Value generated per rep in period	Align with sales ledger + tracking tool
Attendance / Utilisation	Days active in field, tasks completed	Monitor field-team app usage
Customer Feedback / Complaints	Measure of client satisfaction or issues	Use survey or CRM feedback

Using a tracking tool gives real-time visibility rather than waiting for a monthly progress report for employee reports. A platform like Kothay helps capture field-team activity, conversions and route data in one place. That means managers in Bangladesh can spot issues early, intervene timely, and support performance improvement with live insight

Best Practices for Running a PIP Successfully

A PIP can become an employee growth plan tool rather than a warning letter to your employees. Here are some tips to ensure that. 

• Discuss with the employees while creating the plan. When you involve them in the process, they’ll feel motivated. 
• Don’t focus on mistakes in the note, focus on how the person can improve. Your tone should be supportive. 
• Mention how the individual goals can align with company KPIs so that employees understand the need for improvement. 
• Congratulate your teammate even for the smallest achievements. 
• Keep records of every event to measure the results properly.
• If you see no progress in the ongoing plan, review and adjust the program.

Common Mistakes to Avoid During a PIP

Some crucial mistakes can make a PIP ineffective and backfiring. Let’s address those issues. 

Mistake	Better approach
Vague goals like “improve attitude”	Set specific behaviour: “provide status update by end of each day”
No metrics to monitor improvement	Use clear KPIs: visits, conversions, revenue growth
No support or resources provided	Allocate training/counseling and tools to assist improvement
Ignoring root causes (e.g., inadequate tools)	Diagnose whether performance gap is due to skill, tool or environment
No follow-up check-ins or feedback	Schedule regular sessions and review documented progress

What Happens After the PIP? Next Steps

Once the timeline ends, what you do sets the tone for performance culture going forward. Three typical outcomes:

Succeeded

The employee has achieved their goals. You delegate them their regular duties and monitor, update their goals, and note their achievements. 

Partial improvement

The employee has shown some progress but didn’t meet the goals properly. So, you need to extend the PIP duration with extra support and adjustments. 

No improvement

If there’s no sign of improvement, change the role, demote, or transfer the employee. Or, you can terminate the contract of the employee for the betterment of the company. 

Why Tracking Tools Matter

Many organisations rely on manual logs or periodic reports for tracking field-sales performance. These approaches often delay insight, reduce accuracy, and weaken intervention chances.

With a tracking tool like Kothay you gain real-time logging of visits, conversions, route planning and dashboards for managers. This means you catch under-performance early, apply your PIP with up-to-date data, and support improvement with a clear view of progress. 

In the Bangladesh context, where field teams may operate across Dhaka and outside regions, mobile-first and offline-capable tracking matter. The right tool ensures no activity goes unrecorded or lagged.

FAQs

How long should a PIP last? 

Normally, a PIP for sales team employees would last for 4-12 months. 

Is a PIP a warning or improvement tool? 

A PIP is an improvement tool rather than a warning letter. You will send warning letters when PIP goals aren’t met. 

Can a PIP include team-based goals?

Yes, you can add collective goals for the team if the issue involves multiple persons from the same team. 

What if the performance improves partially? 

Extend the PIP duration, revise goals, and offer additional support. 

Final Thoughts

A completely well-structured employee performance improvement plan can fix the causes of underperformance and allow the sales team to grow. Clear goals, numerical metrics, and the right support can work better with consistent review during the PIP period.  

You need to guide an employee back on track. For managers in Bangladesh and beyond, formalising the improvement process is a step toward organisational clarity and fairness.

And when you pair your PIP with a powerful tracking platform like Kothay, you move beyond guesswork. Real-time data from the field gives you visibility to design, monitor and succeed with improvement efforts. 

If you’re ready to standardise performance improvement for your team, explore how Kothay’s field-sales tracking capabilities can be the tool you need.