Checking-In

I have frequently written about the importance of coaching sessions. Such formal feedback (even if you don’t call it a coaching session), held on a regular basis, provides employees with advice to improve their performance, skills and knowledge. It provides them with support without micromanagement. And it helps them build confidence and competence.

But to build a mutually trustful and respectful working relationship, coaching alone will seldom get the job done. More is needed, and the best way to do that is by having what is formally known as “Relational Communication.” A simpler and more accurate name for this type of communication is what I call checking-in.

Checking in with employees refers to regular, informal conversations between supervisors and those they supervise, focusing on the day-to-day needs, progress, and well-being of the employee. Checking in fosters open communication, helps identify potential issues early, and promotes a supportive work environment.

Why are check-ins so important?

Improved communication: Regular check-ins create a safe space for employees to share their thoughts, concerns, and ideas, fostering a sense of being heard and valued.

Early issue detection: By staying informed about the daily challenges and roadblocks employees face, supervisors can proactively address issues before they escalate.

Enhanced engagement: When employees feel supported and appreciated, they are more likely to be engaged in their work, leading to increased productivity and job satisfaction.

Personalized support: Check-ins allow supervisors to understand the specific needs and goals of each employee, enabling them to provide tailored support and guidance.

Strengthened relationships: Regular, genuine conversations build trust and rapport between supervisors and their team members.

Effective feedback: Check-ins provide an opportunity for supervisors to offer constructive feedback, both positive and negative, and for employees to receive feedback and recognition for their contributions.

Career development: Discussions about career goals and advancement opportunities, and even specialty assignments, can help employees feel motivated and invested in their future within the organization or agency.

Key elements of an effective check-in include:

Frequency: While it can vary, weekly check-ins are often recommended to provide regular feedback and address issues promptly. 

Purpose: Establish a clear purpose for each check-in, such as reviewing progress, providing feedback, or discussing career goals. 

Preparation: Supervisors should prepare for each check-in by reviewing past supervisor notes, gathering relevant information, and setting an agenda. 

Open communication: Create a comfortable, open environment where the employee feels safe to share their thoughts and concerns. 

Active listening: Supervisors should actively listen to the employee's feedback and demonstrate empathy. 

Follow-up: After the check-in, supervisors should follow up on any action items or commitments made during the conversation.

A few sample topics to cover during a check-in:

Personal well-being: Start with a casual "how are you feeling?" question to show genuine care. 

Workload and projects: Discuss current workload, progress on projects, and any challenges or roadblocks. 

Feedback and recognition: Provide constructive feedback and recognize employee achievements. 

Goal alignment: Discuss progress towards organizational or personal goals, or even supervisor expectations, and set new goals or expectations or make modifications to existing goals and expectations when appropriate. 

Career development: Discuss career aspirations, opportunities for growth, and development plans. 

Employee feedback: Solicit feedback on your leadership style, your communication style and preferences, Department policy, someone who did a good job that maybe you were not aware of, or anything else the employee would like to share. 

TIP: Checking-in with employees is a proactive approach to building a positive and productive work environment by prioritizing open communication, support, and individual development.