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Checklists for Employee Conversation

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Example Checklists (5)

1
Standard Employee Review
2
Recurring Performance Deficiencies
3
Employee Retention for High Performers
4
Career Development & Succession
5
Return from Long-Term Absence
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Standard Employee Review

The general employee review is an essential tool for employee management. It serves the purpose of regularly reflecting on collaboration, assessing performance, and planning for the future. This checklist provides a universal structure that can be applied in most standard cases to ensure a constructive dialogue and promote employee engagement and development.

Progress: 0/15 (0%)

1Preparation

Ensure that employees have sufficient time to prepare.
Create a fact-based foundation for the discussion.
Be able to objectify and substantiate subjective impressions.
Ensure an undisturbed and confidential atmosphere.

2Beginning of the Discussion

Engage in small talk to relieve tension.
Align expectations and provide structure.
Gather the employee's perspective and use it as a starting point.

3Main Section

Focus on facts and concrete examples, both positive and negative.
Actively involve the employee in future planning.
Give constructive feedback and respond to the employee's reactions.
Discuss possible challenges or suggestions for improvement.

4Conclusion and Follow-up

Define concrete, measurable, and time-bound actions.
Maintain a positive discussion atmosphere and encourage motivation.
Ensure the binding nature of the agreements.
Check progress and offer further support.

Recurring Performance Deficiencies

When an employee consistently fails to meet expectations, a targeted employee conversation is essential. The goal is to explore the underlying causes, articulate clear expectations, and offer support to improve performance.

Progress: 0/13 (0%)

1Preparation

Document data, facts, and observable behavior.
Trace the history of past performance and support.
Consider operational, personal, or skill-related factors.
What specifically needs to change and by when?

2Conducting the Conversation

Focus on observable facts ('I have observed that...').
Ask open-ended questions to understand the employee's perspective.
Clarify what performance is required and what will happen if not met.
Offer training, coaching, mentoring, or other assistance.

3Agreements

What should be achieved, by when, and how will success be measured?
Enable close support and early intervention.
Ensure commitment and review of development.

4Follow-up

Make the protocol binding for both parties.
Involve HR consulting if necessary and plan next steps.

Employee Retention for High Performers

High performers are the backbone of any team but are also the most vulnerable to poaching attempts. A specific employee conversation with them should go beyond the standard appraisal and focus specifically on their motivation, development, and retention. This checklist helps to ask the right questions and create long-term perspectives.

Progress: 0/12 (0%)

1Preparation

Gather concrete examples of outstanding performance.
Identify potential projects, responsibilities, or further training opportunities.
Be prepared to discuss appreciation and compensation.

2Conducting the Conversation

Highlight achievements and their positive impact on the team/company.
Signal openness to criticism and suggestions for improvement.
Discuss career steps, new projects, or leadership prospects.
What motivates them currently, and what conditions are important to them?

3Agreements

E.g., taking on project responsibility, mentoring roles, special training.
Ensure that tasks remain challenging and motivating.
Regular exchanges to ensure ongoing retention.

4Follow-Up

E.g., apply for training budget, initiate project assignments.
Show interest in the employee and their development.

Career Development & Succession

This employee conversation focuses on long-term career planning and preparing for potential successor roles. It is crucial for retaining talented employees and ensuring future leadership and expertise.

Progress: 0/13 (0%)

1Preparation

Which positions might be relevant in the future?
Identify strengths, development areas, and fit.
Training, projects, mentoring, job rotations.

2Conducting the Conversation

Where does the employee see themselves in 3-5 years?
Provide and receive open and honest feedback.
Leadership vs. expert career paths, horizontal development.
What challenges excite the employee?

3Development Planning

SMART goals for the next 12-24 months.
What training, projects, or mentors are needed?
When should specific skills be acquired or projects completed?

4Conclusion and Follow-Up

Commitment and transparency for both parties.
Check progress and adjust the plan as needed.
Additional support for personal and professional development.

Return from Long-Term Absence

The reintegration of an employee after a prolonged absence (e.g., illness, parental leave, sabbatical) requires a compassionate and structured conversation. It is about welcoming the employee, facilitating their return, and ensuring their ability to work. This checklist helps cover all relevant aspects and enables a smooth return.

Progress: 0/14 (0%)

1Preparation

Capture important updates within the team, projects, and processes.
Ensure everything is ready for the first day of work.
Obtain information regarding reintegration measures or limitations.
Focus on a gradual reintegration and alleviation in the initial phase.

2Conversation Start

Express appreciation for their return and show personal interest.
Ask how the employee is doing without being intrusive.
Focus on a smooth reintegration and information exchange.

3Main Part

Provide a concise overview of relevant developments.
Set priorities and, if necessary, outline a gradual reintegration plan.
Identify contacts, onboarding assistance, training.
Speak openly about resilience and potential limitations.

4Conclusion and Follow-Up

E.g., reintegration plan, onboarding by colleagues.
Close monitoring and adjustment as needed.
Communicate the return to the team and provide support.

More Checklists for Different Conversation Types

Discover more checklists for different conversation types and expand your leadership competencies.

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Checkliste für Jahresgespräche

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Checkliste für Personalentwicklungsgespräche

More Checklists for Different Conversation Types for Personal Development Conversation

Checkliste für Motivationsgespräche

More Checklists for Different Conversation Types for Motivation Conversation

Checkliste für Feedbackgespräche

More Checklists for Different Conversation Types for Feedback Conversation

View All Conversation Types →

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Checklist Generator für Employee Conversations

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