Why Underperformers Aren’t Improving—and 3 Months Plan to Turn Them Into Top Contributors

Underperformance usually has deeper causes: unclear expectations, skill gaps, low motivation, or personal challenges. Without identifying the root issue, any solution is just guesswork.

Action Step: Use the “4 Whys” to Uncover the Issue

Have a focused, empathetic conversation with your team member:

• Where do you feel stuck on this project?
• What’s been challenging for you recently?
• Is there something you need to do your best work?

You’re looking for patterns: Is it a lack of skill? Misaligned priorities? Low confidence? Their answers will help you address the right problem.

Most underperformers don’t know what success looks like. “Do better” is vague and unhelpful. Clear, measurable expectations give them a target to aim for.

Action Step: Turn Feedback Into SMART Goals

Transform vague concerns into actionable outcomes:

Instead of “Improve your code quality” say, “I need your PRs to meet coding standards and pass within 2 rounds of review this sprint.”

This approach is Specific, Measurable, Achievable, Relevant and Time-bound.

Pair it with weekly check-ins to track progress, provide support, and reinforce accountability.

Stakeholders don’t care about implementation details—they care about results. Your updates should be concise, outcome-focused, and jargon-free.

Action Step:

Use the 3-Part Update Framework

• State the problem: Explain the business challenge you addressed.
  Example: “Slow onboarding led to a 15% drop in user retention.”
• Highlight the solution: Describe your team’s approach in simple terms.
  Example: “We streamlined the sign-up flow, cutting time to onboard by 40%.”
• Show the impact: Connect it to a meaningful business result.
  Example: “Retention rates improved by 10%, adding $50,000 in recurring revenue.”

Pro Tip:

Before sharing updates, run them through the “Tweet Test.” If you can summarize your message in 280 characters or less, it’s ready for stakeholders.

A structured plan gives your team member a clear path to improvement.

Break it into three phases:

Month 1: Stabilize

Set small, achievable goals to rebuild confidence. Address blockers and provide necessary support.

Month 2: Build Momentum

Focus on consistent performance and slightly increase scope. Hold biweekly progress reviews.

Month 3: Push for Excellence

Set stretch goals that align with team standards.

Example Plan:

• Goal: Reduce bug count by 30% over 8 weeks.
• Support: Pair with a senior engineer for weekly code reviews.
• Checkpoints: Biweekly reviews to track progress and address blockers.

When underperformers make progress, recognition is critical to keep momentum. Small wins fuel motivation and help the team member believe they can succeed.

Action Step: Give Timely, Specific Praise

For example: “Your PR this week was clean, passed quickly, and showed strong improvement. It helped us meet our sprint goals, and the team noticed.”

Be specific, immediate, and genuine. Tie their progress to the team’s success to reinforce their impact.

If you’ve clarified expectations, offered support, and set structured goals—but performance still doesn’t improve—it may be time to escalate.

Action Step: Document Everything

Keep a record of feedback, performance plans, and outcomes. Work with HR or leadership to ensure fair next steps. Letting someone go is difficult but sometimes necessary for the team’s health.

With a structured approach, you can identify root causes, set clear expectations, and give team members the support they need to succeed.

Here’s the play book:

1. Diagnose the root cause.

2. Set clear, measurable expectations.

3. Deliver focused, actionable feedback.

4. Build a 3-month turnaround plan.

5. Recognize and reinforce progress.

6. Know when to escalate.

This process fixes underperformance and builds a culture of growth, accountability, and results.

Cheers,
Gábor