Best Practices for Conducting Productive Performance Check-in Meetings

In agile or continuous performance management, managers conduct check-ins with their team members throughout the year. These meetings offer ongoing feedback and course-correction opportunities. Here are some best practices for having productive performance conversations:

1. Set clear expectations

Communicate the purpose of the meeting beforehand. This helps your team members understand the context and how they can prepare for the meeting.

2. Gather relevant data

Collect data on recent performance—360-degree reviews, current goals and objectives, and areas for improvement. This ensures that the discussion is based on factual evidence rather than subjective opinions.

3. Encourage two-way communication

Performance check-in meetings ought to be a dialogue rather than a monologue. Allow employees to share their feedback and perspectives, fostering a more collaborative environment.

4. Adopt structured feedback techniques

Use the Situation-Behavior-Impact (SBI) model to provide specific feedback—clarify the context of the feedback, the behavior observed, and its impact on the team or organization.

5. Tailor feedback to the individual

Customize feedback based on the employee’s role and responsibilities. Avoid generic comments and focus on specific contributions and areas for development relevant to their designation.

6. Be balanced and objective

Provide a balanced view by recognizing accomplishments and strengths while also addressing weaknesses. Use specific examples to support your feedback and avoid vague statements.

7. Avoid bias

Ensure that personal relationships do not influence the feedback process. Strive for fairness and objectivity to maintain credibility and trust.

8. Be empathetic

Understand that performance conversations can generally be stressful for employees. Approach the meeting with empathy and create a psychologically safe space where employees feel comfortable discussing their performance and aspirations.

9. Separate compensation discussions

Consider delinking discussions about compensation from performance conversations. This can reduce anxiety and help employees focus on their development without the pressure of financial implications.

10. Course-correct and follow up

Discuss the progress of current goals and objectives assigned to the team member and update them if they are off track. Remember to revisit them regularly to monitor progress and provide ongoing guidance and support.

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