Whatever you do, don’t leave your direct reports hanging. In a world of noise and distraction, weekly check-ins are the one meeting that should never be an email.
Research proves time and time again that employees who hear more frequently from their managers perform better. Even if it’s just a 10-minute touchbase, weekly meetings are key to effective communication and consistent performance outcomes.
Unfortunately, many employers still aren’t using them to their full advantage, with seven in ten employees hungry for more daily or weekly meetings than they’re currently getting. So, are you ready to book some quality time on that calendar? We’ve got the essential strategies to keep your weekly check-ins productive.
What is a weekly check-in?
A weekly employee check-in is a regular meeting or discussion between a manager and their team members to review progress, address any concerns or challenges, and align on goals and priorities. It provides an opportunity for employees to provide updates on their work, discuss any obstacles they’re facing, and receive feedback.
And it is so much more than a face-to-face progress report. Whether it’s work-related or personal, the weekly check-in gives employees a set time and place where they can count on their manager’s undivided attention. It’s central to an employee feedback system where everyone feels heard.
Weekly check-ins vs. employee one-on-ones
While weekly check-ins have a lot in common with one-on-ones, there are a few key differences to be aware of:
The benefits of regular employee check-ins
When your employees thrive, so does your business. With just a small investment in calendar time, you can use your employee check-ins to drive the company to a whole new level. Here are some of the biggest benefits regular check-ins can deliver.
Increased employee engagement
As employee engagement stagnates, research from Gallup indicates that regular one-on-ones might be the solution. According to the report, scheduling one meaningful conversation per week with each team member is the best way to develop high-performance relationships.
Feedback gathered during weekly check-ins can help you define an employee's career goals and development needs, pinpoint the skills they need to learn in order to level up, and identify any tasks they need extra support with. These moments of connection don’t just help employees feel heard, they also help them feel seen.
“My research shows that managers who don’t invest in such conversations—who view them as a burden, hold them too infrequently, or manage them poorly—risk leaving their team members disconnected, both functionally and emotionally,” explains organizational scientist Steven G. Rogelberg.
Done correctly, regular check-ins don’t just ensure that the right tasks get done at the right time. They allow for open communication, mutual feedback, and rapid recognition – all of which can increase employee engagement.
Better communication
From sports to dance companies, effective teams have a clear grasp of their roles, knowing exactly what they need to accomplish and what their teammates are already managing.
Weekly check-ins help break down silos, ensuring that everyone is aware of what their colleagues are working on and promoting cross-functional collaboration. But let’s be honest – when schedules get busy, internal touch bases are often the first to go.
“If you must cancel, reschedule the meeting right away, ideally for the same week—even if that means moving the meeting up rather than moving it out. Another option is to reduce the length of the meeting: Some time together is better than none at all,” Rogelberg advises.
Don’t risk demoralizing team members or duplicating your efforts. By sticking to your meeting schedule, you can make sure everyone feels supported.
Regular opportunities for connection
The best part of weekly check-ins is their predictability. By making performance meetings a weekly ritual, you and your managers can create space for important conversations that might not necessitate a full-blown meeting.
From gut-checking potential blockers on a current project to chatting about personal concerns impacting performance, a standing weekly meeting ensures that no fears are left to fester. But without consistency, these benefits do falter.
When researchers at Cisco looked at infrequent check-ins, they discovered that while checking in just once every three weeks had no noticeable effect on employee performance or engagement, checking in once a month correlated with a decrease in engagement. A weekly conversation, on the other hand, had a clear positive effect.
5 strategies for productive weekly check-ins
One way to think of weekly check-ins is kind of like a team “timeout.”
They give managers and employers a reason to stop and assess. But in order to get the most out of these meetings, you need to go in prepared. The following strategies will help you use your weekly check-ins to full effect.
1. Create a check-in agenda
People hate meetings, but according to one UX product manager, meetings aren’t inherently bad – we’re just bad at using them. The solution? The good old-fashioned agenda.
Imagine you’re preparing for a check-in with your direct report – we’ll call her Angela. For the meeting to run smoothly, you need a set meeting agenda to direct the conversation. However, you also need to allow the conversation to flow naturally by creating space for Angela’s questions or concerns.
Start by jotting down a list that includes key discussion topics, questions for employees, and the intended outcomes of the check-in. Send the agenda to Angela beforehand so she can jot down any points she wants to discuss with you.
This not only creates the conditions for a genuine exchange, it also encourages Angela to engage more meaningfully during the meeting.
2. Promote two-way communication
Effective communication is a two-way street. Or at least, it should be. The truth is, too many team leaders interrupt employees in meetings, or fail to create opportunities for direct reports to speak.
Instead, kick off your weekly check-ins with a question. You can follow up on a discussion topic from last week, or lead with a sample check-in question to get the conversation started. Keep your eyes and ears open for any areas of confusion or other pain points the employee may be experiencing, and do what you can to alleviate those roadblocks.
3. Keep it warm and friendly
Conversations are a great tool for connection. And fortunately for the scores of Gen Z employees who love yapping at work, experts agree that office small talk boosts collaboration, innovation, and well-being.
So why not bring a healthy dose of casual connection into your weekly check-ins? For example, you could start your next meeting off with a casual question or icebreaker to get the good vibes flowing before switching focus to the agenda.
Say, for example, Angela mentioned she went to the beach last weekend. You could ask her how the trip went before diving into work matters. Of course, you never want to press too hard or risk getting too personal, but it’s totally ok to show interest in your employee as a person – not just a worker.
4. Offer feedback and support
Frequent feedback is important, especially for the 65% of Gen Z workers who want feedback once a week minimum. Offering thoughtful feedback demonstrates your interest in both an employee’s work performance and their personal wellbeing. And when employees receive the feedback they crave, they’re more likely to be fully engaged at work.
Use the weekly check-in as an opportunity to provide constructive feedback, offer support where needed, and recognize employee achievements. If an employee did a great job on a recent project, let them know exactly what you appreciate about her contribution.
For employee check-ins that are positive and productive, these 60+ performance review phrases are a great place to start.
5. Monitor progress on goals
Studies show that teams with clearly defined goals see a 20-25% boost in performance. But in order to meet the mark, managers need to regularly check in on employee progress.
By regularly reviewing progress on individual and team goals, you can use the check-in as a platform to identify any obstacles and adapt your strategies. Make note of the goals you set the previous week and be prepared to check back in on the same things next week.
And if you need help setting goals that are both actionable and attainable, don’t miss these employee goal-setting examples.
The dos and don’ts of effective check-ins
Progress makes perfect. Whether you’re addressing a problem or offering support, there is a wrong and a right way to lead a weekly check-in. Let’s take a closer look at the top dos and don’ts:
The dos:
- Decide between an individual or team check-in. While one-on-one meetings offer the most targeted support, it’s not always feasible every week. Decide whether you’ll schedule a weekly touch base with the whole team, or if you can spare the calendar space to meet with one employee at a time.
- Hold a separate meeting for bigger issues. A check-in is a catch-up, not a single-issue discussion. For performance reviews or pressing issues, it’s better to schedule a separate meeting dedicated solely to that topic.
- Recognize successes, not just mistakes. When employees don’t feel valued, they quit. Make sure to recognize your team’s wins with proven appreciation strategies.
The don’ts:
- Exclude remote teams. Remote workers deserve equal attention. While a Slack or Teams exchange can work in a pinch, don’t ignore the power of a face-to-face video call.
- Micromanage. Holding your team accountable ≠ micromanaging. Employees need to feel trusted, so let them ask for your assistance instead of stepping on their toes.
- Ignore employee concerns. If your team members voice a concern to you, don’t ignore it. Whether that means stepping in on a project, talking to higher-ups, or investing in targeted professional development resources to close a skills gap, take action.
Check-in with confidence
Performance reviews are important, but once-a-year performance management isn’t enough. Instead, focus on building trust day-to-day and week-to-week with regular check-ins.
With the right plan and approach, you can use your weekly check-ins to enhance communication, support employee development, and reach your biggest goals yet.
Ready to improve your weekly check-ins? With easy goal management and the ability to send reviews as needed, Perform helps you stay in sync on employee progress. Sign up for free to get started!
