How to Prepare and Conduct an Employee Check-in Meeting

One of the most effective meetings that managers can have is an employee check-in. This is a meeting between the manager and employee to talk about what’s going on in terms of performance and goals. Please note: an employee check-in isn’t a disciplinary meeting. The purpose of a check-in is to offer feedback and support, so the employee has the resources they need to succeed.  

Check-in meetings don’t have to be stuffy and formal, but they should be structured and planned. This helps to set expectations and have a good conversation. Here are some things to consider before, during, and after an employee check-in meeting. 

Before the meeting: Both the manager and employee should plan their thoughts

Managers should initiate the meeting by setting the date, time, and place with the employee. Try to find a date and time that works for both of you. The last thing anyone wants is to rush through the conversation. 

In selecting a location, identify a place that allows both you and the employee to have a productive conversation. While in-person meetings are ideal, it is possible to have a very productive check-in using a video platform. Either way, that means finding a time and place where there will be no interruptions or distractions. 

Organizations are busy places and sometimes the unexpected happens. It could be a last-minute client request. Or maybe an operational emergency. If something comes up for either of you, reschedule the meeting for a better time. Make the focus of the meeting the conversation, not simply checking off a box that the meeting has been done. 

Next, let the employee know what will happen during the meeting and what’s expected of them. If employees are new to check-in meetings, explain in advance the purpose of the meeting and what’s expected of them. Then, after you and the employee get comfortable with the meeting format, you can simply inform them when the meeting agenda will be different from the norm. 

Finally, plan your conversation. You want the meeting to stay on track and ensure nothing gets overlooked. Consider having a checklist or template that you can use to plan out your conversation. It might be helpful to share a version with the employee so they can plan out their talking points as well.  

Remember the check-in meeting is about discussing performance and goals. You’ll want to review prior notes and/or conversations so you have specifics to share with the employee.  

During the meeting: Create a two-way dialogue

Since the goal of a check-in meeting is to create dialogue, managers should avoid doing all the talking. To help create employee participation, consider letting the employee go first. This can be beneficial for a couple of reasons: 

• The employee might bring up something that the manager was planning to discuss, and this is a great way to build trust and create engagement.  

• The employee might bring up something the manager hadn’t thought of, and they might want to consider the employee’s comments in their response.   

If you are going to let the employee go first on the agenda, be sure to tell them in advance so they come to the meeting prepared. In addition to providing feedback, managers should use these meetings as an opportunity to listen.  

During the meeting, managers should be prepared to talk about what the employee is doing well and cite specific examples. If there’s area for improvement, address those too. Again, a check-in isn’t a disciplinary meeting. Think of a check-in meeting as a way to provide regular guidance to help employees work more productively.  

Wrap up by asking the employee what they need from you. Employees might need information and resources to do their best work. Give them the opportunity to ask for those things. That being said, employees could be reluctant to ask for things – especially if they’re new to check-ins. Managers should look for opportunities to introduce the idea. For example, “That sounds like a great plan. What do you need from me to accomplish it?” 

After the meeting: Create a working plan 

During the meeting, you and the employee might have agreed to follow up on certain actions – research a topic, get approval for something, etc. Neither you nor the employee want to lose track of what you’ve promised. Like any meeting, a check-in should have a recap or summary. Document any actions you and the employee have agreed upon. This will be helpful when planning for the next meeting.  

Speaking of which, a check-in meeting is not a one and done meeting. When sending over a meeting recap, this could also be an opportunity to discuss the next meeting. Plan to include in the agenda a discussion about progress toward goals.  

Organizations are often faced with new business dynamics, whether those are internal or external. It’s possible that in future meetings, goals will be adjusted, canceled, or even added.  

Lastly, managers should take a moment to debrief their performance during the meeting. While you went over this activity with the employee during the meeting, do it again with yourself.  

• What did you do well? Please don’t skip this step. You will find that there are things you did well and want to continue doing.  

• What could you do differently next time? This will allow you to improve and incorporate new ideas in future meetings. 

In summary: Build employee engagement with check-ins 

According to Gallup, 70% of employee engagement is related to management. So, when we think about what engagement means for the organization in terms of job satisfaction, productivity, and employee retention (just to name a few), the Gallup statistic makes the case that managers help create the conditions for job satisfaction, productivity, and retention.  

A way to start building that engagement is with good employee check-in meetings. By taking the time to plan before the meeting, create an engaging conversation, and proper follow-up afterward, managers can strengthen employee trust and increase performance.