Surprise! You’re Failing: The Pop-Up PIP and How to Handle It

One day, you're moving through your workday as usual. And the next moment—BAM! You log into a call, only to be met by your boss... and your HR Business Partner! That's when you hear the words every employee dreads:

"We're placing you on a PIP."

Have you ever witnessed or been issued a Performance Improvement Plan that seems to have come out of the blue? I call this The Pop-Up PIP.

This happens when a leader avoids giving feedback for months and then they—or more likely, they get their HR business partner to—suddenly say, "We need to talk about your performance."

At this point, you're blindsided, left wondering why issues weren’t addressed sooner, and scrambling to course-correct under pressure.

Why Leaders Do This

Pop-up PIPs aren’t leadership—they’re avoidance in disguise. And there’s a reason this happens.

Biologically, our brains perceive confrontation as a threat. And, unfortunately, your leader—like most humans—has been avoiding confronting you about these alleged performance issues.

See, in early human evolution, avoiding threats—whether a predator or a social rejection—was essential for survival. Fast forward to the modern workplace, and the same instinct kicks in. Issuing feedback, especially corrective feedback, feels like a threat in our social environment. As a result, many managers unconsciously delay tough conversations, convincing themselves that the issue isn’t urgent or will resolve itself.

Until, of course, it doesn’t.

The problem is that by the time a manager finally addresses performance issues, the situation has escalated. At this point, their avoidance turns into sudden, dramatic action—like a PIP that seemingly appears out of nowhere.

What You Can Do if You’re Hit with a Pop-Up PIP

I know what you're thinking: Thanks for the lesson in evolution. But what do I do about the PIP I'm now on?

A Pop-Up PIP is jarring, but how you respond can make all the difference. You should start by avoiding the instinct to react purely from emotion. In this fight-flight-freeze instinct pattern, your boss froze, which is what got us here in the first place. Now, instead of responding with fight, try these steps instead.

1. Remain Calm and Don’t Ventertain

It’s tempting to express frustration, gossip with colleagues, or react emotionally. Don’t. Ventertaining—venting as entertainment at work—may feel good in the moment, but it will damage your professional reputation. Stay composed and focus on solutions, not resentment.

2. Request Specific Examples

Seek to understand if there are real performance concerns. Ask your manager for specific examples of when and how your work has fallen short. This will help you assess whether the concerns are valid or if there has been a breakdown in communication.

3. Ask for a Feedback Trail

If the PIP feels unexpected, communicate that you haven’t received prior feedback. Ask your manager, "Can you walk me through when you brought these concerns to my attention?" This will help clarify if there were missed signals or if the manager truly failed to communicate issues beforehand.

4. Make the Necessary Changes

Remember, while the pop-up nature of this communication is definitely not correct, the feedback itself might be valid. Take an honest look at the concerns raised and determine if there are areas where you can improve. If the feedback is legitimate, use it as an opportunity for growth rather than focusing solely on the poor delivery. Address any performance gaps, seek clarification if needed, and take proactive steps to demonstrate improvement.

5. Advocate for Yourself

I know I warned against responding with "fight," but advocating for yourself is different. Ask for clear expectations moving forward, document your progress, and request regular check-ins to ensure alignment. If you believe the PIP is unjustified, professionally express your concerns and seek clarification on measurable improvements. Approach the situation with a problem-solving mindset rather than defensiveness—your professionalism in handling this could shape the next steps in your career.

Final Thought

A Pop-Up PIP—though it comes from our natural instinct to avoid conflict—is a symptom of poor leadership. Still, how you respond both indicates your level of emotional intelligence and can define your next career move. Respond with the same level of clarity and professional maturity that you would have liked from your supervisor (#practicewhatyoupreach).

To do this, stay calm, gather information, and use the experience to advocate for better communication.

As the owner of CoWorks Leadership Strategists, Jay offers virtual and in-person workshops on leadership and teamwork essentials