How to Address Underperformance in Remote Teams
June 2, 2025
Managing remote teams effectively can be challenging, especially when addressing underperformance. Here's a quick summary of how to tackle it:
- Spot Issues Early: Use productivity data (like project completion rates) and watch for behavioral changes (e.g., reduced participation or delayed responses). Regular feedback and peer reviews can also help identify problems.
- Set Clear Goals: Define specific, measurable, and role-based expectations. Document standards and procedures to ensure everyone knows what's expected.
- Fix Underperformance: Start with a private meeting to discuss concerns, then create a Performance Improvement Plan (PIP) with SMART goals, timelines, and support resources.
- Use Tools: Leverage collaboration tools like Slack, Asana, or Trello for better communication and tracking. Offer skill development opportunities to close knowledge gaps.
- Build Accountability: Foster open communication, recognize achievements, and create trust by focusing on results over hours worked.
Managing Underperforming Team Members | STEP BY STEP
How to Spot Underperformance in Remote Teams
Spotting performance issues in remote teams requires a different approach than in traditional office settings. Without the benefit of in-person interactions, managers must depend on data, behavioural patterns, and team feedback to identify problems early and address them effectively.
Track Productivity Data
Start by examining key productivity metrics. For instance, monitor your team’s project completion rate - how often projects are finished on time. Pair this with data like revision rates and error reports to assess whether deadlines are consistently met without sacrificing quality [3].
Focus on outcome-based KPIs rather than superficial metrics like hours logged or the number of emails sent [3]. Pay attention to response times and engagement with collaboration tools. These metrics can reveal whether team members are staying connected and actively contributing to ongoing projects [3]. A noticeable drop in response times or participation might indicate underlying challenges.
Another critical factor to consider is technology downtime. Track how much time is lost due to issues like internet outages, VPN failures, or software glitches [3]. What may seem like underperformance could actually stem from technical problems that need resolving.
Set SMART KPIs - specific, measurable, achievable, relevant, and time-bound - and review them regularly during team meetings. These scorecards can help you identify off-track metrics early. Focus on leading indicators that predict future issues rather than waiting for lagging indicators that only highlight problems after they’ve already impacted performance [4].
While data provides a solid foundation, behavioural cues often offer the first signs of trouble.
Watch for Warning Signs in Behaviour
Changes in behaviour often signal performance issues before they show up in productivity metrics. Reduced participation in virtual meetings is one of the most obvious red flags. If a previously engaged team member stops contributing or frequently misses meetings, it could indicate disengagement or low motivation.
Communication patterns can also provide valuable insights. Look out for delayed responses, vague or unclear messages, and reluctance to collaborate. These behaviours might point to workload struggles, misunderstandings about expectations, or even interpersonal conflicts.
Defensiveness and excessive criticism are other warning signs of deeper issues. Employees who become defensive about feedback or overly critical of processes may be feeling overwhelmed or struggling with their responsibilities [5]. As communication experts at Fierce explain:
"When people aren't communicating effectively; deeper thinking and problem solving get sidelined, causing employees to go into self-preservation mode. This heightened state of stress can't last forever. As a result, it destroys teams over time" [5].
Address these behaviours early by offering constructive, objective feedback. Tackling problems at the first sign of trouble can prevent them from escalating [6].
For a complete picture, combine these observations with direct input from your team.
Collect Team Member Input
Direct feedback from team members is essential for understanding the root causes of performance issues. Regular one-on-one meetings are a great way to maintain open communication and catch problems early [7].
Schedule weekly or biweekly check-ins with each team member using phone or video calls. These sessions allow you to discuss their current tasks and address any challenges or obstacles they might be facing [8]. Use open-ended questions like, “What challenges are you facing?” or “How can I support you better?” to encourage honest dialogue [7]. Team meetings can also serve as a platform for quick recognition and issue reporting [8].
Anonymous surveys are another effective tool for gathering unfiltered feedback. Use them to explore team dynamics, workload distribution, and any obstacles affecting performance [9]. An online forum where team members can share thoughts and suggestions might also help foster a sense of collaboration and transparency [7].
Peer reviews can add another layer of insight. Colleagues working closely together often notice performance changes that managers might overlook, especially in collaborative projects. Conduct these reviews monthly or quarterly to stay informed about team dynamics [10].
Feedback should always focus on the future. As Caitlin Collins, program strategy director at Betterworks, puts it:
"Everyone needs feedback to improve… The goal of feedback should always be forward-looking, aimed at improving clarity and providing direction and help as needed to enable the employee to improve" [1].
Set Clear Performance Standards
Once you've identified performance issues, the next step is to establish clear benchmarks that define success. Having well-defined standards removes confusion and sets precise expectations. As one expert aptly states:
"When employees know what to expect, they can perform accordingly." [11]
For remote workers, who lack the natural oversight of a physical office, explicit guidance on deliverables, timelines, and quality expectations is essential. This clarity not only ensures accountability but also supports professional growth. Clear standards create a solid framework for targeted performance improvements.
Set Job-Specific Goals
Create specific, measurable targets tailored to the responsibilities of each role. For instance, software developers might focus on thorough code reviews, fixing bugs promptly, and delivering features on schedule. Customer support teams, on the other hand, could aim for quick resolution of issues and maintaining high customer satisfaction scores. The key is to craft goals that are specific, measurable, and time-bound. Instead of setting a vague goal like "improve code quality", define actionable objectives that track progress over a set period.
Prioritize outcome-focused goals rather than activity-based metrics. As Stuart Kinsey, co-founder of SimpleKPI, points out:
"Remote work isn't about where your team works - it's about what they achieve." [3]
Ensure these goals are tailored to each team member's workload, documented in a central location, and reviewed regularly to keep them relevant and achievable.
Build Team Performance Metrics
Align team targets with broader business objectives by tracking metrics such as progress, response times, and backlog management. Use tools like dashboards to provide real-time visibility into these metrics, ensuring every team member understands how their work contributes to the team's overall success.
Focus on tangible outcomes - such as completed projects or improved customer satisfaction - rather than tracking simple activity metrics [3].
Write Down Standards and Procedures
Documenting performance expectations in a central repository is crucial. Use clear guides and provide concrete examples, such as templates for effective code reviews or sample responses for common customer support scenarios. This helps everyone understand what good performance looks like in practice.
Organize documentation into distinct sections for technical, communication, delivery, and development standards. Regularly update these materials as your team evolves or new tools and processes are introduced.
Also, include communication protocols that outline tool usage, response times, and meeting guidelines [13].
"Effective performance management promotes a culture of continuous improvement, accountability, and alignment between individual and organizational goals." [12]
Fix Underperformance: Step-by-Step Process
When performance standards aren't being met, it's essential to take a structured and supportive approach to address the issue. This ensures not only the restoration of performance but also boosts morale. Below is a straightforward process to tackle underperformance effectively.
Hold a Private Performance Meeting
Start by scheduling a one-on-one video call to discuss the performance concerns. This formal meeting should build on prior informal conversations. Sharlyn Lauby, an HR expert and author, highlights the importance of this step:
"The performance review meeting is a formal conversation based upon the informal conversations that have happened prior. The goal is to make the meeting productive and produce outcomes that benefit both the employee and the company." [15]
Before the meeting, share the employee’s past performance review and ask them to complete a self-assessment. This preparation fosters a collaborative discussion rather than a one-sided critique. Clearly define the meeting’s purpose and the key message you want to communicate [15].
During the meeting, use video to observe non-verbal cues [14]. Present specific examples of underperformance while actively listening to the employee's perspective. They may highlight challenges such as unclear directions, technical issues, or personal matters that have impacted their work.
Structure the conversation to cover both challenges and potential solutions. Encourage the employee to share their recent accomplishments alongside areas where they've struggled. Keep the discussion focused, and summarise key points regularly to ensure clarity [16].
Conclude the meeting by outlining next steps and expressing your commitment to their improvement. Thank the employee for their input and ask how you can better support them moving forward [15].
The next step is to formalise the path to improvement with a clear plan.
Create a Performance Improvement Plan
Develop a Performance Improvement Plan (PIP) tailored to the employee’s specific needs. Nicole Klemp from 15Five describes a PIP as:
"A performance management tool designed to help underperforming employees by outlining clear goals, focus areas, and timelines for improvement." [17]
Base the PIP on SMART goals - Specific, Measurable, Achievable, Relevant, and Time-bound [18][20]. Avoid vague targets, and instead, define measurable objectives.
Every PIP should include these key elements:
- Specific performance issues that need addressing.
- Clear improvement goals with measurable outcomes.
- Defined timelines for achieving targets.
- Support resources, such as training or mentoring.
- Consequences if expectations aren't met [17].
Break larger goals into smaller milestones to provide quick wins. For example, set weekly objectives for tasks like code reviews or bug fixes.
Involve the employee in the process [19]. Allow them to contribute to the timeline and identify the resources they need to succeed. Once the PIP is in place, closely monitor its progress through consistent feedback.
Track Progress and Give Regular Feedback
Schedule weekly or biweekly check-ins to review progress. Remote employees, in particular, rely on regular feedback since casual office interactions are absent [1]. Caitlin Collins, program strategy director at Betterworks, stresses the importance of constructive feedback:
"Everyone needs feedback to improve. No one intentionally sabotages themselves by making mistakes or underperforming. If an employee is not performing to par, there may be a multitude of reasons, including some that are beyond their control or are the responsibility of their manager. The goal of feedback should always be forward-looking, aimed at improving clarity and providing direction and help as needed to enable the employee to improve." [1]
Use these sessions to evaluate achievements against goals, address challenges, and adjust the plan if needed. Incorporate the SBI model (Situation, Behavior, Impact) for discussing specific incidents [21]. For instance: "During yesterday's team meeting (Situation), you interrupted colleagues three times (Behavior), which prevented them from fully sharing their ideas (Impact)."
Document progress through project management tools and create action plans for implementing feedback [23]. Regular follow-ups demonstrate your commitment and can motivate the employee [22]. Check if they require additional resources or support to meet expectations [23].
Some feedback may reveal gaps in self-awareness. Ron Carucci, an organisational consultant, advises handling such situations carefully:
"Delivering feedback that exposes a wide gap in self-knowledge demands an extra measure of sensitivity." [22]
In these cases, focus on specific behaviours rather than personal traits, and maintain a supportive tone throughout the process. This approach ensures the feedback is constructive and encourages growth without damaging morale.
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Tools and Resources for Managing Remote Teams
Having the right tools in place is essential for tackling underperformance in remote teams. With 80% of companies now relying on collaboration tools - up from just 50% in 2019 [26] - choosing the right technology stack is key to keeping teams productive and accountable. These tools complement the strategies for performance tracking and improvement discussed earlier.
Leverage Collaboration and Productivity Tools
In remote settings, communication and project management tools are the backbone of effective performance monitoring. They help replicate the informal interactions of an office while providing the structure needed for remote work, aligning with performance standards and monitoring practices.
Here are some popular tools to consider:
- Slack: A versatile team messaging platform with numerous integrations. Paid plans start at $7.25/month [25].
- Microsoft Teams: Combines messaging and video conferencing features. Paid plans start at $4/month [25].
- Asana: Offers customizable task assignments and deadline tracking. Plans begin at $10.99/month [24].
- Trello: Uses a visual Kanban board system for project tracking. Paid plans start at $5/month [42, 43].
- ClickUp: Includes project management tools with built-in time tracking. Plans start at $7/month [25].
Start small by piloting these tools with specific teams, and establish clear guidelines for how they should be used for communication and collaboration.
Implement Technical Skills Assessments
Assessing technical skills provides an objective view of team capabilities, eliminating guesswork during performance evaluations. Companies that invest in skill assessments have seen productivity rise by 20% within six months [27]. This is especially important considering that 70% of managers express doubts about their remote team's abilities [27].
Metamindz offers in-depth technical assessments conducted by experienced professionals. These evaluations pinpoint individual and team skill gaps, offering a clear picture of current capabilities. Integrating these assessments into a performance improvement plan allows for objective progress tracking. Regular evaluations should focus on skills relevant to each role, and when appropriate, include behavioural assessments to provide a holistic view of performance.
Provide Skill Development Opportunities
Addressing performance issues often requires targeted training. Framing these learning opportunities as growth initiatives can boost engagement while tackling skill gaps. Here are some effective approaches:
- Microlearning: Break complex topics into short, focused sessions that can be completed during work breaks.
- Personalized Learning Paths: Align skill development with an individual’s daily responsibilities to make training more relevant.
- Peer Learning: Encourage team members to share knowledge and foster technical growth collectively.
- One-on-One Coaching: Offer regular coaching sessions to provide personalised support and track progress.
Leaders play a crucial role in enabling skill development. By providing resources, removing obstacles, and celebrating milestones, they create an environment where team members feel empowered to take ownership of their growth. These efforts not only enhance accountability but also strengthen overall team engagement and long-term success.
Build Accountability and Team Engagement
Creating a motivated and accountable remote team takes deliberate effort. With over 82% of managers acknowledging they struggle to hold their team members accountable [28], setting up a strong foundation becomes essential for tackling underperformance effectively.
The secret lies in balancing trust with clear expectations. Sandra Colhando, Co-Founder of TransforME, puts it perfectly:
"I set clear expectations and hold people accountable, but I also get that life happens. It's about balancing firm goals with genuine support - pushing for results while making sure people feel heard, valued, and motivated to do their best." [28]
By combining clear communication and recognition, you can build a framework that supports lasting performance improvements.
Encourage Open Communication
Open communication is the backbone of accountability in remote teams. To address underperformance, create a culture where honest feedback is welcomed and encouraged.
Regular check-ins - beyond the usual updates - offer a space for team members to share concerns before they escalate into bigger problems. As Anas Aldawood suggests:
"Encourage team members to reach out when they face obstacles and maintain open communication channels." [2]
A useful tool to foster understanding is a "Working With Me" document. Each team member can outline their strengths, areas for growth, and preferred communication styles. This simple step builds empathy and reduces misunderstandings that might lead to performance issues.
Another option is DISC-based communication workshops, which help team members understand different communication styles. These sessions can reduce friction and create an environment where people feel safe discussing challenges openly.
Investing in transparent communication pays off. Companies that prioritise open dialogue report an 18% productivity boost and are 4.5 times more likely to retain top talent [30].
Once open communication is in place, recognising and rewarding achievements becomes the logical next step.
Acknowledge and Reward Good Work
Recognition is a powerful motivator for sustained performance. With 78% of employees saying they work harder when their efforts are recognised [31], using strategic recognition can help prevent future underperformance.
Celebrate efforts with timely, personalised recognition. Highlighting small wins during the process of addressing underperformance can build momentum. Use tools like digital boards for team achievements, peer recognition programs, or personalised gestures like thank-you notes or video messages to show appreciation.
Peer recognition programs are especially impactful - 90% of employees report higher job satisfaction when they receive values-based recognition from colleagues [31]. This approach spreads the responsibility for recognition beyond managers.
Interestingly, 65% of employees prefer non-cash rewards [31]. Options like flexible time-off, career development opportunities, or exclusive company perks can often be more motivating than monetary bonuses.
Create Trust and Fair Treatment
Trust is the foundation of accountability, particularly when addressing performance challenges. As Ken Norton wisely puts it:
"Micromanagement is the enemy of trust." [28]
Building trust starts with fairness in setting expectations. Like performance improvement plans, trust grows when expectations are clear, and support is consistent.
Flexible work schedules can accommodate personal obligations and individual productivity peaks. Wade Foster, CEO of Zapier, explains:
"Good managers don't actually care what folks do with their time. They care if the job gets done." [29]
Focusing on results while allowing flexibility shows confidence in your team’s ability to improve, without sacrificing accountability.
Encourage autonomy in decision-making within defined boundaries. Giving team members ownership over their tasks fosters responsibility and trust. Abdul Samir Khan highlights this:
"Empower your team by trusting them to manage their tasks. This fosters a sense of ownership and responsibility." [2]
When mistakes happen, treat them as opportunities to learn rather than failures. Dr. Kumar Kaushish emphasises:
"Accountability issues can erode trust. To prevent damage, open honest communication is key. Avoid blaming or shaming; focus on understanding the root cause together." [2]
Building accountability and engagement in remote teams takes consistent effort, but the payoff is undeniable. Teams that embrace accountability not only address current performance challenges effectively but also lay the groundwork to prevent future issues.
Conclusion: Long-Term Remote Team Success
Building and maintaining a high-performing remote team requires more than quick fixes or reactive measures - it’s about consistently integrating effective strategies into your management style. The principles we’ve explored here are most effective when they become part of your day-to-day approach, ensuring your team thrives over the long term.
A commitment to continuous improvement is essential. By regularly tracking progress, you can identify potential challenges early and provide the necessary support to keep the team on track. This proactive approach not only prevents issues but also empowers team members to achieve their best.
Flexibility remains a cornerstone of remote work. Hybrid work models, when implemented well, can enhance productivity, but they need to be balanced with clear accountability measures to ensure everyone stays aligned and focused.
As the workplace evolves, it’s crucial to update remote work policies to reflect changes in labor laws and employee expectations. What worked a year ago may no longer address current realities. Regularly revisiting these policies keeps your team compliant and adaptable, complementing the feedback and flexibility practices we’ve discussed.
Another key shift is to focus on outcomes rather than hours worked. When you measure success by results instead of time logged, you naturally foster a culture of accountability and reduce the need for micromanagement. This approach drives performance while giving employees the freedom to manage their time effectively.
It’s also important to balance accountability with well-being. Studies show that 49% of remote workers struggle with work-life balance [32], which can directly impact their performance. Supporting your team’s mental health through flexible schedules, clear boundaries, and access to resources isn’t just a nice-to-have - it’s a necessity for long-term success.
Engagement is another area ripe for improvement, with only 38% of remote employees feeling engaged at work [7]. The structured management strategies we’ve outlined can significantly boost engagement by fostering clarity, communication, and a sense of purpose.
FAQs
How can managers spot and address underperformance in remote teams without relying only on productivity metrics?
Managers can spot underperformance in remote teams by focusing on clear communication and digging into the root causes of any issues. The first step is to establish well-defined goals and expectations, ensuring every team member understands their role and how their work ties into the company’s bigger picture.
Consistent one-on-one check-ins and feedback sessions are essential for staying in tune with employees and addressing potential problems early. It’s also important to consider external factors - like communication breakdowns, work-related stress, or personal challenges - that might affect performance. By taking a well-rounded view, managers can offer the right kind of support and foster an environment where remote team members can succeed.
What are the best ways to set and communicate clear performance expectations for remote teams?
To establish and convey clear performance expectations for remote teams, begin by setting goals that are both specific and measurable. A great way to achieve this is by using the SMART framework - goals should be Specific, Measurable, Achievable, Relevant, and Time-bound. This method leaves no room for ambiguity and ensures team members fully grasp what’s required of them.
Equally important is maintaining regular, open communication. Schedule consistent check-ins to review progress, offer constructive feedback, and make adjustments to expectations as needed. Leverage collaborative tools to document and share performance metrics, which helps build transparency and accountability. This approach not only ensures everyone stays on the same page but also nurtures trust and encourages ongoing growth.
How can remote team leaders maintain accountability while supporting employee well-being?
Balancing accountability with employee well-being in remote teams hinges on effective communication. Start by clearly defining goals, setting achievable deadlines, and providing consistent feedback. This ensures everyone knows what’s expected without adding unnecessary pressure.
Equally important is prioritising employee well-being. Remote work often blurs the line between professional and personal life, making it harder for employees to unplug. Leaders can help by promoting habits like taking regular breaks and respecting boundaries around non-working hours. Regular one-on-one check-ins are also valuable for spotting challenges early and adjusting workloads when necessary.
By cultivating a culture rooted in openness and support, leaders can enhance productivity while ensuring their team feels appreciated and motivated over the long haul.
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