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Checklists for Personnel Conversation

Create personalized checklists for Employee Conversations and prepare optimally for your conversations.

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Example Checklists (5)

1
Standard Employee Conversation
2
Addressing Performance Deficits
3
Development Conversation for High Performers
4
Return After Extended Absence
5
Strengthening Employee Retention
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Back to Personnel Conversation
The complete checklist for structured preparation

Personnel Conversation Checklist

This checklist serves as a universal foundation for all types of employee conversations, ensuring structured and effective communication between management and employees. It covers the essential phases that are crucial for a successful discussion.

This checklist serves as a universal foundation for all types of employee conversations, ensuring structured and effective communication between management and employees. It covers the essential phases that are crucial for a successful discussion.

1Preparation

  • 1

    Clearly define the objective of the conversation.

    What should be achieved by the end of the conversation? (Information, decision, agreement, etc.)

  • 2

    Gather all relevant information.

    Performance data, feedback, relevant history, etc.

  • 3

    Choose an appropriate, undisturbed space and time.

    Ensure that no interruptions are expected.

  • 4

    Consider structure and possible questions.

    Create a conversation guide to maintain focus.

2Beginning of the Conversation

  • 1

    Create a pleasant atmosphere.

    Engage in small talk or a positive introduction to lighten the mood.

  • 2

    Make the goal and agenda of the conversation transparent.

    Briefly explain what the discussion is about and what will be addressed.

  • 3

    Invite the employee to self-reflect.

    Allow the employee to speak first to understand their perspective.

3Conducting the Conversation and Main Part

  • 1

    Practice active listening.

    Give the employee full attention, noting non-verbal signals.

  • 2

    Provide concrete examples.

    Support feedback or observations with specific situations.

  • 3

    Ask open-ended questions.

    Questions that allow for more than just 'yes' or 'no' responses.

  • 4

    Stay solution-oriented.

    Focus on possibilities and next steps, not just problems.

4Conclusion and Follow-up

  • 1

    Summarize important points.

    Ensure both sides have the same understanding.

  • 2

    Make clear agreements.

    Who does what by when? (SMART goals).

  • 3

    Plan next steps and follow-up.

    Set dates for reviews or further conversations.

  • 4

    Document the conversation.

    Record important results and agreements in writing.

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Additional Example Checklists

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Addressing Performance Deficits

This personnel conversation is necessary when an employee repeatedly fails to meet expected performance levels. The aim is to understand the underlying causes, identify opportunities for improvement, and define clear expectations for the future without demotivating the employee.

Progress: 0/12 (0%)

1Preparation

Measurable facts and observations that support the deficit.
Consider whether external factors, lack of skills, or motivation might play a role.
What should the employee know and do after the conversation?

2Beginning the Conversation

Clearly identify the issue while creating an open conversational atmosphere.
Use 'I' statements: 'I noticed that...' instead of 'You are making mistakes...'.

3Investigating Causes and Finding Solutions

Why does the employee believe their performance is not optimal?
Actively involve the employee in finding solutions.
Training, resources, mentoring – what can the manager contribute?
What exactly is expected in the future and how will success be measured?

4Agreements and Conclusion

Who will do what by when to improve performance?
Set a time to review progress.
Express confidence in the employee's ability to improve.

Development Conversation for High Performers

This personnel conversation focuses on the further development of high performers. The goal is to nurture their talents, provide new challenges, and strengthen their commitment to the company to avoid turnover and fully leverage their potential.

Progress: 0/11 (0%)

1Preparation

What has the employee done particularly well? Where are their individual strengths?
What next steps could be meaningful for the employee (horizontal, vertical)?
Prepare offers for courses, projects, mentoring programs, etc.

2Conversation Start

Explicitly praise the excellent work and contribution of the employee.
Make it clear that it is about the employee's further development.

3Future Planning

Where does the employee see themselves in the next 1-3 years? What are their interests?
Talk about ideas for new projects, responsibilities, or training.
Provide a realistic assessment of the necessary steps and potential hurdles.

4Agreements and Conclusion

What should be achieved within what timeframe?
What support will the company or the manager provide?
Set dates for follow-up conversations to review development.

Return After Extended Absence

This personnel conversation is crucial when an employee returns to the company after a long absence (e.g., illness, parental leave). It aims to ensure a smooth reintegration, alleviate concerns, and fully reintegrate the employee into the team.

Progress: 0/12 (0%)

1Preparation

Duration of absence, any reintegration measures (staged model, etc.).
What changes have occurred? Which projects are currently relevant?
Are there concerns regarding resilience or current knowledge level?

2Beginning of the Conversation

Make the employee feel missed and that they fully belong again.
Ask how the employee is doing and if they feel ready to return.

3Reintegration Phase

Briefly explain the key updates during the absence.
What tasks are planned? Is there an onboarding phase?
Points of contact, training, flexible working hours – what can help?
Ensure that the employee does not feel overwhelmed and takes breaks.

4Conclusion and Support

Give the employee space to express their concerns or issues.
Short, regular conversations in the first weeks/months for support.
Express confidence and joy about the employee's return.

Strengthening Employee Retention

This personnel conversation aims to proactively inquire about an employee's satisfaction and motivation, solidifying their commitment to the company. It is particularly important for key positions or when signs of dissatisfaction appear, in order to prevent potential turnover.

Progress: 0/12 (0%)

1Preparation

What successes has the employee had? In which projects are they currently involved?
Where might the employee be particularly satisfied? Where could problems arise?
Are there specific examples of praise or rewards?

2Beginning of the Conversation

Emphasize that the conversation is for appreciation and well-being.
Ensure that the employee feels free to express themselves.

3Exploring Satisfaction

What is going well? Where are there difficulties?
What does the employee enjoy about their work? What could be improved?
Are there any wishes regarding further training or career development?
How does the employee perceive their current workload? Is there a need for support?

4Measures and Conclusion

Highlight the importance of the employee to the team/company.
If wishes or problems have been expressed, plan corresponding steps.
Signal that the employee can come forward with issues at any time.

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Why You Should Use Our Checklist Generators

Structured preparation leads to more productive conversations and better results for you and your employees.

Don't Forget Anything

With our checklists, you always have all the important points for your conversation in view and are guaranteed not to forget anything important.

Time Saving

Create a personalized checklist in just a few minutes, instead of spending a long time putting together your own lists.

Personalized Checklists

Every checklist is specifically tailored to your context, your experience and your concrete conversation goals.

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Checklist Generator für Employee Conversations

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