Setting Up Regular Check-Ins for Open Feedback

I've learned one universal truth: everyone has performance ups and downs. The best leaders? They don't wait for a full-blown crisis. They spot the early signs and have those crucial conversations before things spiral. Here's my framework for helping a team member get back on track: 1. The "What's Up?" Chat (Week 1-2)   • Leader: Set up a casual one-on-one. Listen more than you talk.   • Team Member: Be honest about what's not working. It's okay to admit struggles.    Tip: Use open-ended questions like "What's your biggest challenge right now?" Consider having this chat outside your office - grabbing a coffee can change the dynamic. 2. Game Plan (Week 3-4)   • Leader: Work together to set clear, doable goals. Reset expectations as needed. Be specific about what needs to change.   • Team Member: Speak up about what you need to succeed. Own your part in the plan.   Tip: Break larger goals into weekly tasks. Stretch the team member but don't break them. 3. Support and Resources (Ongoing)   • Leader: Connect them with a mentor. Provide the tools they need.   • Team Member: Use these resources. Ask for help when you need it.   Tip: Consider personality assessments to identify strengths and growth areas. 4. Regular Check-Ins   • Leader: Regular catch-ups. Give honest feedback – good and bad.   • Team Member: Come prepared. Be open to feedback and ready to adjust.   Tip: Use the "situation-behavior-impact" model, and ask, "What would you do differently next time?" It promotes problem-solving, not just reflection. 5. One Month In: Quick temperature check • Discuss what is working and what additional resources or support is needed. 6. Three Months In: Bigger picture review • Discuss overall progress and expectations where performance has improved. 7. Six Month Milestone: Decision time   • If performance is better: Celebrate and plan next steps   • If not: Have an honest talk about whether this role is the right fit Remember: 🔸 Keep talking. Silence doesn't help anyone. 🔸 Leaders guide, but team members drive their own improvement. 🔸 Write stuff down – it keeps everyone on the same page. 🔸 We're all human. Patience and fairness go a long way. Watch out for inflated progress reporting. Stay engaged to see real progress. Look for tangible results, not just promises. Sometimes it works, sometimes it doesn't. But giving someone a fair shot to turn things around? That's good leadership. Leaders – ever helped someone bounce back? What worked? How did you ensure genuine progress? Share below!

Employee feedback is broken. Here's your blueprint for conversations that count: Only 14% of companies conduct reviews more than once a year. It's time to shift towards more frequent performance feedback. Here's how to make it happen: 🔄 Implement Continuous Feedback: • Move away from annual reviews • Adopt monthly or quarterly check-ins • Use digital tools for real-time feedback 📊 Leverage Data-Driven Insights: • Track key performance metrics consistently • Use AI-powered analytics for personalized insights • Share data transparently with employees 🗣️ Encourage Two-Way Communication: • Train managers in active listening • Create safe spaces for honest dialogue • Act on employee suggestions visibly 🎯 Set Clear, Evolving Goals: • Align individual objectives with company vision • Adjust goals as priorities shift • Celebrate milestones and progress 🧠 Focus on Growth Mindset: • Frame feedback as opportunity for improvement • Provide resources for skill development • Recognize effort and learning, not just results 👥 Peer-to-Peer Recognition: • Implement a digital kudos system • Encourage cross-departmental feedback • Highlight collaborative successes 📈 Measure Feedback Effectiveness: • Survey employees on feedback quality • Track changes in performance post-feedback • Adjust your approach based on results These strategies aren't just about better feedback. They're about building a culture of continuous improvement. By making every conversation count, you're not only boosting performance. You're nurturing a more engaged, responsive, and dynamic team.

The Most Underrated Leadership Habit? A 20-Minute Conversation. OXYTOCIN #1 Think about the last time you felt truly seen by someone at work. Not for what you did—but for who you are. That moment, whether in an elevator, a feedback session, or a spontaneous check-in, likely triggered oxytocin—the brain chemical that makes us feel emotionally safe, connected, and trusted. 🧠 Oxytocin isn’t just about hugs or human warmth. In leadership, it’s a chemical pathway to empathy, collaboration, and trust. And one of the fastest ways to stimulate it? ➡️ Regular, intentional, one-on-one conversations. 🔬 The Science Oxytocin is released during emotionally attuned, face-to-face interactions (Zak, 2005). Even brief moments of vulnerability and connection lower cortisol (stress) and increase bonding (Kosfeld et al., 2005). According to Boyatzis (2009), leaders who coach with compassion—rather than correction—activate oxytocin circuits that enhance learning, resilience, and loyalty. Positive Organizational Interventions (POIs) such as: ✅ Empathic Communication ✅ Compassionate Leadership ✅ Strengths-Based Feedback …are effective precisely because they optimize the relational environment where oxytocin thrives. 📌 What to Do Structure monthly (or biweekly) one-on-one check-ins that go beyond project status. Ask questions like: “What’s been energizing you lately?” “What’s something you’d love to learn this quarter?” “Where do you feel most supported—and where could you use more?” “What do you wish we talked about more often?” Then: listen. With presence. No multitasking. No fixing. You’re not managing—they already know how to work. You’re showing that you care enough to see the human behind the role. 🕰️ When to Do It After a stressful period or change During onboarding and role transitions When performance slips or disengagement appears Or—ideally—before any of that happens One-on-ones don’t need to be long. They need to be real. 📊 KPIs to Track Psychological safety scores Retention of high-potential talent Employee Net Promoter Score (eNPS) Participation in development conversations Burnout or stress reporting trends 🚧 Common Objection “I don’t have time for regular check-ins.” 🔄 Reframe it: You don’t have time not to. A 20-minute conversation today can prevent: ❌ A disengaged employee ❌ A sudden resignation ❌ A conflict that festers in silence And if you truly can’t fit it in—delegate. Empower team leads to carry the torch of connection. 🧭 Bottom Line You don’t need an offsite to build trust. You just need 20 minutes and your full attention. Because oxytocin is the chemistry of being present with another human being. In a distracted, data-driven world, presence is a gift. And your team knows when they’ve received it. #oxytocin #empathicleadership #positiveorganizationalinterventions #trustatwork #employeeengagement #coachingculture #leadershippresence #psychologicalsafety #highqualityconnections #teamculture

Annual reviews feel stale and out of touch. Real impact comes from continuous growth conversations—quick, meaningful check-ins that drive engagement, performance, and results. 𝚆̲𝚑̲𝚢̲ ̲𝙸̲𝚝̲ ̲𝚆̲𝚘̲𝚛̲𝚔̲𝚜̲ 𝟭. 𝗥𝗲𝗮𝗹-𝗧𝗶𝗺𝗲 𝗙𝗲𝗲𝗱𝗯𝗮𝗰𝗸 𝗥𝗼𝗰𝗸𝘀 No more waiting a year to course-correct. Immediate feedback means employees can improve now, not later. 𝟮. 𝗘𝗻𝗴𝗮𝗴𝗲𝗺𝗲𝗻𝘁 𝗦𝗼𝗮𝗿𝘀 Frequent chats show employees they’re valued and supported. Engaged people = better work. 𝟯. 𝗚𝗼𝗮𝗹𝘀 𝗦𝘁𝗮𝘆 𝗥𝗲𝗹𝗲𝘃𝗮𝗻𝘁 Ongoing updates keep goals aligned with shifting business priorities. No more outdated plans. 𝙷̲𝚘̲𝚠̲ ̲𝚝̲𝚘̲ ̲𝚂̲𝚝̲𝚊̲𝚛̲𝚝̲ 𝟭. 𝗤𝘂𝗶𝗰𝗸, 𝗥𝗲𝗴𝘂𝗹𝗮𝗿 𝗖𝗵𝗲𝗰𝗸-𝗜𝗻𝘀 Weekly or biweekly. Keep it short but impactful. 𝘌𝘹𝘢𝘮𝘱𝘭𝘦: “What’s one thing that’s going well? What’s one challenge I can help with?” 𝟮. 𝗙𝗼𝗰𝘂𝘀 𝗼𝗻 𝗚𝗿𝗼𝘄𝘁𝗵 Balance tasks with career development. Help employees level up. 𝘌𝘹𝘢𝘮𝘱𝘭𝘦: Suggest a new project to build leadership skills. 𝟯. 𝗖𝗲𝗹𝗲𝗯𝗿𝗮𝘁𝗲 𝗪𝗶𝗻𝘀 Catch someone doing great work? Call it out right away. 𝘌𝘹𝘢𝘮𝘱𝘭𝘦: “I loved how you handled that client issue—great thinking!” Small Moves, Big Payoffs 𝟭. 𝗕𝗲𝘁𝘁𝗲𝗿 𝗧𝗲𝗮𝗺 𝗗𝘆𝗻𝗮𝗺𝗶𝗰𝘀 More trust, less drama. 𝘌𝘹𝘢𝘮𝘱𝘭𝘦: Weekly chats reveal overlapping tasks. Fixing it clears confusion. 𝟮. 𝗕𝗼𝗼𝘀𝘁𝗲𝗱 𝗣𝗿𝗼𝗱𝘂𝗰𝘁𝗶𝘃𝗶𝘁𝘆 Fast feedback keeps work on point. 𝘌𝘹𝘢𝘮𝘱𝘭𝘦: Early tweaks to a project saves hours of rework later. 𝟯. 𝗦𝘁𝗿𝗼𝗻𝗴𝗲𝗿 𝗕𝗼𝘁𝘁𝗼𝗺 𝗟𝗶𝗻𝗲 Happy employees stick around. Fewer replacements = big savings. 𝘌𝘹𝘢𝘮𝘱𝘭𝘦: Regular check-ins drop turnover by 15%, keeping star players in the game. 𝗧𝗵𝗲 𝗕𝗼𝘁𝘁𝗼𝗺 𝗟𝗶𝗻𝗲 Frequent conversations aren’t just nicer—they’re smarter. Start with a 10-minute check-in this week. Watch how small changes spark big results—for your team and your business.

Management Tip 5/13: One-on-One Meetings. Have Them. Here's a story I've lived too many times: A manager calls, frustrated. "I need to do something about Jamie. Nothing's working." "Tell me more," I say, settling in for what I expect will be a revealing conversation. He describes a talented hire who started strong but is now missing deadlines and producing mediocre work. A client has complained, and he sees no choice but to begin managing Jamie out. "That sounds frustrating," I acknowledge. Then ask, "How often do you two connect one-on-one?" Pause. "We meet when there are issues to discuss." "So no regular weekly—or even monthly—check-ins?" "We're all so busy... honestly, none of my team has needed regular check-ins." I ask him to commit to four consecutive weekly meetings with Jamie before taking any action. Three weeks later, he calls back: "I owe you lunch. We just delivered our most challenging project ahead of schedule—and Jamie was a key contributor." What changed? Through consistent weekly meetings, issues were discovered: unclear expectations, competing priorities, and missing resources. Most importantly, Jamie had space to ask for help. I've seen this pattern throughout my career. Without regular touchpoints: • Small issues balloon into crises • Feedback comes too late to be actionable • Trust deteriorates • What appears as poor performance is actually disconnection This isn't about being friendly—it's about being effective. When managers tell me someone isn't performing, my first question is always about the consistency of their communication. Attached is the HUDL framework I developed (more details in the comments): • Health check (5 min) • Updates on goals (5 min) • Discussion and feedback (15 min) • List next steps (5 min) Every team's one-on-ones will differ, but this simple structure offers a place to start. Has a regular check-in practice transformed your leadership? Share your experience!

"My door is always open!" Really? Then why do your team members still hesitate to walk through it? 🤔 The thing is.. The traditional open-door policy is a well-intentioned myth that's actually hurting both leaders and their teams. Let me explain why: - It creates an illusion of accessibility while putting the burden on team members to initiate - It interrupts deep work and creates context-switching nightmares for leaders - It often leads to rushed conversations that don't address root issues - It favors the bold, while quieter team members stay silent After coaching hundreds of managers, I've discovered what actually works instead: 1) Structured Accessibility: Set dedicated office hours. Make them sacred. Show up consistently. 2) Proactive Check-ins: Don't wait for problems. Schedule regular 1:1s that aren't about status updates. 3) Multiple Communication Channels: Some prefer chat, others email, and many need face-time. Embrace variety. 4) Clear Escalation Protocols: Define what needs immediate attention vs what can wait. The goal isn't just to have an open door! It's creating bridges that people actually want to cross. What's your take on this? Have you experienced the limitations of the traditional open-door policy? Share your thoughts below! 👇 #LeadershipDevelopment #ManagerialEffectiveness #WorkplaceCulture Follow me for more tips and insights on #Leadership

Are you ready to improve your leadership skills? Because being a leader is never easy... How?: Schedule1:s. If you want to be a more effective leader, 1:1s need to be a key component. They serve as an ideal opportunity to improve many concerns and problems within the team, such as: • Issues with trust • Lack of feedback • Crises in confidence • Poor communication • Unclear purpose at work • Interpersonal conflicts with others • Insufficient career growth and development Before listing this week's challenge, keep in mind the following for effective 1:1s. 💡 Set a cadence Meetings should generally be held once every 2-3 weeks. Every week tends to be too frequent, and devolve into status updates. Every month tends to be too infrequent, meaning there is less opportunity to provide support, if needed. 💡 Be consistent with the schedule 1:1s need to be a recurring meeting automatically scheduled into your calendar. They should not be bumped or canceled, as it implies 1:1s and the employee are not important. 💡 Avoid status updates 1:1s are not status updates, so do not waste the opportunity to build trust and rapport. There will likely be some discussion about ongoing projects and concerns / roadblocks. But allow the direct report to lead the discussion. 💡 Be quiet but engage in active listening Don't be so quick to fill the silence. Ask open-ended questions for the person to explain in greater depth and/or link ideas. Knowing when and when not to speak is a difficult skill to master. 💡 Be prepared Create a privately shared document for the person to write down discussion topics, which you should then check before the meeting. You don't want to provide the right information and guidance, as well as be ready for any critical feedback. 💡 Keep your promises If you have promised to check information or give a more in-depth answer, you will need to do so. Following up with "homework" builds trust and opens further communication. And now for this week's leadership challenge. Challenge: Schedule 1:1s with your team Why?: You need to know your team to provide support and guidance. How?: 1: Schedule 1:1s with as many people in your team as possible. 2: Use a shared doc for each person in which they can list talking points. If you don't regularly run 1:1s... 3: In the first meeting, revisit purpose, duration, and cadence. 4: Agree on an overall structure. 5: Focus on successes and well-being for this first 1:1. 6: Ask: "As a manager, what is one thing that I can do differently?" If you run 1:1s... 3: Redefine the purpose and structure, if necessary. 4: Discuss meeting points from the shared document. These should focus on general well-being, any roadblocks or concerns, and growth / development.  5: Ask: "As a manager, what is one thing that I can do differently?" 1:1s are a critical component to employee development and engagement. They also provide opportunities to establish a culture of support and trust. PS. How often do you run 1:1s?