Planning regular conversations with each employee (i.e. scheduled meeting or casual conversation) is a great opportunity to build open lines of communication and provide coaching and feedback as needed. During this time, employees can share how things are going, their achievements, challenges, ideas, and goals. The meeting should help you identify ways to support them going forward.
A check‐in meeting should be scheduled with each team member. For smaller teams (five people or fewer), it may be beneficial to schedule meetings on a bi‐weekly basis. Meetings should last anywhere from 30 minutes to 60 minutes.
How to Conduct the Meeting
1
Schedule On-Going Check-in Meetings
Set expectations with team members to:
- Take ownership of professional development by scheduling check-in meetings
- Be prepared to discuss updates related to their role
- Reschedule meetings versus canceling a meeting
2
Open Up the Conversation to the Employee
Allow the employee to lead the conversation. Encourage him/her to talk about:
- Details of the projects, jobs, or tasks he/she is working on
- Challenges, barriers, or any issues encountered on the job
3
Tips to Facilitate the Conversation
Throughout the conversation:
- Offer coaching suggestions as needed
- Give honest feedback and advice
- Revisit any action/development items and ensure due dates have been agreed to
- Remind employee of the next meeting date
- Remember to listen
Keep in mind coaching shouldn’t be restricted just to the one-on-one check-in meetings. Make sure your direct reports know you are always available to answer questions or to help them work through a problem.
