How to Build a Performance Improvement Plan with ClickUp

A structured performance improvement plan becomes far easier to manage when you pair clear expectations with organized workflows in ClickUp. This how-to guide walks you through creating, documenting, and tracking performance plans based on best practices from the performance improvement examples in the source article.

The original performance improvement plan examples outline the core elements you need to address issues fairly and consistently. Here, you will learn how to turn those elements into repeatable steps you can run inside a workspace.

Step 1: Clarify When to Use ClickUp for a Performance Plan

Before you build anything, decide whether a performance improvement plan is the right tool for the situation. The source page emphasizes that these plans are best for performance issues that can realistically be improved with structure and support.

Use a plan when:

• Work quality is below expectations for a sustained period
• Deadlines are frequently missed without justification
• Communication or behavior is impacting the team
• The role requirements were clear but not met

A plan may not be appropriate when:

• There are serious misconduct or safety violations
• The role itself is being eliminated or significantly changed
• The employee has not received any prior feedback about the problem

Once you are confident that a plan is suitable, you can structure it in a workspace so expectations and timelines are transparent for everyone involved.

Step 2: Create a ClickUp Space for Performance Management

Set up a dedicated area to hold every performance improvement plan so that documentation is consistent and easy to find.

1. Create a new Space and name it something clear, like “Performance Management”.

2. Inside that Space, add a Folder named “Performance Improvement Plans”.

3. Within the Folder, create a List for the current year (for example, “PIPs 2026”).

This structure lets you keep plans grouped by year and quickly review previous cases. It also supports a repeatable workflow for managers and HR.

Step 3: Build a Performance Plan Template in ClickUp

The examples on the source page show that strong plans share the same core sections: context, measurable goals, timelines, support, and consequences. Turning these into a reusable task template saves time and ensures consistency.

Essential Sections for Your ClickUp Template

Create a task in your “PIPs” List and convert it into a template after you add the following sections to the description:

• Employee information: Name, role, department, manager.
• Plan start and end dates: Clear beginning and conclusion of the plan.
• Performance concerns: Specific behaviors, metrics, or outcomes that are below expectations.
• Performance expectations: What “meets expectations” looks like for the role.
• Improvement goals: Measurable, time-bound objectives the employee must meet.
• Support and resources: Training, coaching, tools, or mentoring offered.
• Check-in schedule: Weekly or bi-weekly meetings to review progress.
• Consequences: What may happen if goals are not met by the end date.

Use headings and bullet points in the task description so managers can quickly fill in each section without missing anything defined in the examples.

Custom Fields to Track Plan Details

Enhance your template task with custom fields to capture key data at a glance:

• Plan Status (Dropdown): Draft, Active, On Hold, Completed.
• Risk Level (Dropdown): Low, Medium, High.
• Target Completion Date (Date field).
• Outcome (Dropdown): Expectations Met, Partially Met, Not Met.

These fields let HR and leadership scan all active plans and quickly understand who needs attention.

Step 4: Translate Example Goals into ClickUp Tasks

The source page shows that effective performance improvement goals are concrete and measurable. Instead of a vague goal like “Improve communication,” you might see specifics such as “Respond to all internal messages within one business day for the next 60 days.”

Turn each improvement goal into one or more actionable tasks:

1. Create a parent task for the overall plan (using your template).

2. Add subtasks for each major goal category, such as quality, productivity, or communication.

3. Within each subtask, define clear acceptance criteria that mirror the examples, like error thresholds or response time targets.

4. Set due dates that align with plan milestones and the final review date.

Assign each subtask to the employee and, if appropriate, @mention the manager or HR partner in the comments to clarify expectations.

Using ClickUp Views to Monitor Performance Goals

Set up multiple views to keep performance data organized:

• List View: See all active plans with custom fields visible.
• Board View: Group by Plan Status to watch plans move from Draft to Completed.
• Calendar View: Track check-in meetings and final review dates to avoid missed deadlines.

These views help managers stay proactive rather than reactive during the plan period.

Step 5: Schedule Check-Ins and Document Feedback

According to the examples, successful plans require ongoing feedback, not just a final verdict. Map these check-ins into your workspace workflow so they are consistent and well documented.

1. Create a recurring task for check-in meetings (for example, weekly for 8 weeks).

2. Use the task description to outline the meeting agenda: progress review, obstacles, resources, and next steps.

3. After each meeting, add a comment summarizing what was discussed, agreed actions, and any changes to goals.

4. Attach relevant files, reports, or screenshots to the plan task so evidence is stored in one place.

This approach mirrors the emphasis on transparency and documentation found on the source page, ensuring the employee understands where they stand at each stage.

Aligning Feedback with Example Language

When capturing notes, use specific and neutral language similar to the performance improvement plan examples. Focus on:

• Observable behaviors rather than assumptions
• Metrics and deadlines rather than general impressions
• Progress since the last check-in, not just final outcomes

Precise notes protect both the employee and the organization by making decisions easier to justify later.

Step 6: Wrap Up the Plan and Record the Outcome

At the end of the plan period, use your templates and custom fields to perform a structured review.

1. Review each goal subtask and mark it complete or incomplete based on evidence.

2. Update the Outcome custom field with the final result.

3. Add a summary section to the plan task description documenting the decision, such as continued employment, role change, extended plan, or separation.

4. Change Plan Status to Completed and ensure HR has exported or archived the record as required.

This closing step ensures your process remains consistent with the guidance and examples described on the source page while staying aligned with internal policies.

Step 7: Improve Your Process Using ClickUp Data

Once you have run several plans, analyze patterns to improve how you manage performance issues.

• Review which types of goals are most often missed and adjust job expectations or training.
• Check how long plans usually last and refine your standard timeline.
• Identify managers who may need support in giving timely feedback.

Use reporting features to group PIP tasks by department, role, or outcome. This turns individual cases into insights for better workforce planning.

Next Steps and Additional Resources

To deepen your understanding of how to structure improvement plans, study the full set of examples on the original performance improvement plan examples page. Then adapt those examples into your own templates, forms, and workflows.

If you want expert help designing a performance management process or integrating it with your other systems, consider consulting specialists such as Consultevo, who focus on building scalable, documented workflows for growing teams.

By combining clear expectations from strong performance improvement examples with structured workflows in your workspace, you can make performance plans more consistent, fair, and actionable for both employees and managers.