Nowa strona 1 » Monthly Check-in Guide for Managers (Editable Template)

This Monthly Check-in Guide is designed to support managers in conducting regular, productive check-ins with their team members. The goal of these check-ins is to foster open communication, align on progress, address challenges, and provide necessary support for employee development. The guide ensures that these discussions are structured, focused, and actionable.

Monthly Check-in Guide Overview

The Monthly Check-in provides a framework for managers to engage in consistent, constructive conversations with their employees. It should be a two-way discussion, where employees are encouraged to share their achievements, challenges, and feedback while managers offer guidance, support, and development opportunities.

1. Preparation for the Check-in

Review Previous Check-in Notes: Before the meeting, managers should review notes from the previous check-in to understand the employee’s progress on action items, challenges, and key objectives.
Assess Employee’s Performance Data: Look at any performance metrics, KPIs, and feedback that are relevant to the employee’s role and progress toward goals.
Set an Agenda: Establish an agenda for the meeting that includes key topics to be discussed. Keep the agenda flexible to allow space for any important issues the employee may want to address.

2. Structure of the Monthly Check-in

Introduction (5 Minutes)

Set the Tone: Start by creating a welcoming environment. Reassure the employee that the conversation is open and collaborative. Let them know that this is a time for mutual feedback.

Example: "Thank you for making time today for our check-in. This is a space for us to discuss how things are going, what’s working well, and where we can continue to improve together."

Review of the Past Month (10-15 Minutes)

Employee’s Self-Assessment: Start by asking the employee to share their perspective on how things have been going. This can include achievements, challenges, and any lessons learned.

Example questions:

"How do you feel about your progress toward your goals this month?"
"What successes are you most proud of?"
"What challenges have you encountered, and how can I help?"

Manager’s Feedback: After listening to the employee’s self-assessment, provide your feedback. Be specific, focusing on both positive accomplishments and areas for improvement.

Example feedback:

"You’ve done a fantastic job in completing the XYZ project ahead of schedule. I also noticed that there were a few times when communication with the team could have been more frequent, so let’s work on addressing that next month."

Discuss Development Areas: Address any areas where improvement is needed, offering actionable suggestions.

Example:

"I’ve noticed that time management in terms of balancing multiple projects could be an area of growth. Have you considered using a prioritization tool like the Eisenhower Matrix?"

Review of Goals (10 Minutes)

Progress on Goals: Evaluate the employee’s progress against their set goals or KPIs. Look at both short-term and long-term objectives.

Example:

"Let’s take a look at your goals for the past month. You had set a target to complete three client presentations. How did that go?"

Revisit and Adjust Goals: Based on performance, adjust or refine the goals for the upcoming month. If necessary, set new objectives to address emerging priorities.

Example:

"Considering the changes in the team, we should adjust your goal around team collaboration to focus on improving communication and sharing feedback more frequently. How do you feel about this adjustment?"

Development and Career Progression (10 Minutes)

Employee’s Career Aspirations: Ask the employee to share their thoughts on career development. What are their aspirations, and how can you help them achieve their goals?

Example:

"How do you feel about your career progression so far? Are there any new skills or responsibilities you’d like to take on?"

Development Action Plan: Based on the conversation, outline action steps to support the employee’s development, such as new training opportunities or additional responsibilities.

Example:

"In line with your interest in leadership development, I suggest we explore some management training courses. How does that sound?"

3. Action Items and Next Steps (5 Minutes)

Set Clear, Actionable Tasks: Ensure that both manager and employee leave the meeting with clear next steps. Set specific action items, timelines, and expectations.

Example:

"For next month, we’ll focus on enhancing team communication. We’ll set a goal for you to send out weekly team updates and implement a more structured feedback loop with your peers."

Follow-Up: Agree on how you’ll follow up on these items, such as through regular email check-ins, additional meetings, or informal check-ins as needed.

Example:

"I’ll check in with you next week to see how you’re progressing with the communication updates and how you’re finding the team feedback process."

4. Close the Meeting (5 Minutes)

Open the Floor for Employee Feedback: Allow the employee to provide any additional feedback on the work environment, team dynamics, or leadership. Use this time to listen actively and respond with an open mind.

Example:

"Is there anything I can do differently to support you better? Any challenges we haven’t yet discussed?"

Express Support and Appreciation: End the meeting by expressing appreciation for the employee’s efforts. Reinforce your commitment to their growth and success.

Example:

"I’m really impressed with the progress you’ve made this month, and I’m excited to continue working together to support your development. Keep up the great work!"

5. Post-Meeting Actions

Document the Key Takeaways: After the check-in, document the key discussion points, action items, and any agreed-upon changes to goals. This documentation will serve as a record for future check-ins and help keep both manager and employee accountable.
Share Action Plan: Send a follow-up email to the employee summarizing the discussion and next steps. This provides clarity and reinforces accountability.

Example:

"Here’s a summary of our check-in today. As discussed, we’ll focus on improving communication with the team and setting up weekly updates. I’ve also added some management training courses to your development plan for the next quarter."

Conclusion

The Monthly Check-in Guide for Managers serves as a framework for maintaining consistent communication, feedback, and alignment between managers and employees. By using this guide, managers can ensure that their check-ins are productive, focused on growth, and result in clear actions for ongoing improvement. These check-ins provide an invaluable opportunity to address concerns, celebrate achievements, and reinforce alignment with organizational goals.