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Step-by-Step Guide for Employee Conversations

As a leader, you need to conduct many Employee Conversations and need a standardized approach - that's what our guides and our guide generator are for. Optimize your preparation and conduct structured, goal-oriented conversations.

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Structured Conversation Management:
The Employee Conversations Phases

This guide shows you the proven phases for successful Employee Conversations. Each phase is equipped with practical tips, example sentences and concrete recommendations for action.

Gesprächsleitfaden

Strukturierte Gesprächsführung

für Employee Conversations
Professionelle Methode

Phase 1: Opening the Conversation

Duration: 5-10 minutes

Begin the conversation with a warm greeting and create a pleasant atmosphere. Briefly explain the purpose of the discussion and the agenda so that both you and your employee know what to expect.

Practical Tips:

  • Start with a positive statement. Ask how your employee is doing. Show genuine interest. Set the stage for an open and constructive conversation.

Phase 2: Reflection & Analysis

Duration: 15-20 minutes

Reflect together with your employee on the past period. Discuss successes, challenges, and learning experiences. Encourage them to share their perspective and provide constructive feedback.

Practical Tips:

  • Ask open-ended questions to prompt the employee to speak. Listen actively and summarize their statements. Provide specific and observable feedback, both positive and constructive.

Phase 3: Discussion & Exchange

Duration: 15-20 minutes

Delve deeper into current topics that concern the employee. Discuss developmental aspirations, potential obstacles, and ideas for the future. This segment should be a genuine dialogue, where you provide your employee with the space to express their thoughts.

Practical Tips:

  • Focus on the needs and desires of the employee. Ask about their ideas and suggestions. Stay solution-oriented and show understanding for their concerns.

Phase 4: Goals & Next Steps

Duration: 10-15 minutes

Collaboratively define specific and measurable goals for the upcoming period. Discuss the steps that need to be taken to achieve these goals and how you can support your employee in this process.

Practical Tips:

  • Set SMART goals (Specific, Measurable, Attractive, Relevant, Time-bound). Clarify responsibilities. Offer your support and consider what resources or training could be beneficial.

Phase 5: Conclusion & Agreements

Duration: 5-10 minutes

Summarize the key outcomes and agreements from the conversation. Thank the participant for the open discussion and schedule a follow-up appointment to review progress.

Practical Tips:

  • Recap the core points and the agreed-upon actions. Confirm your enthusiasm for the implementation process. Express appreciation for your employee's time and contributions.

With this guide, you are optimally prepared to successfully conduct Employee Conversations. Use the practical tips and example formulations for your specific situation.

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