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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 are for. Optimize your preparation and conduct structured, goal-oriented conversations.

Phase 1: Creating a Positive Atmosphere

Duration: 5-10 minutes

Begin the conversation with a friendly introduction and a smile. Ensure that the room is quiet and inviting to foster open communication.

Practical Tips:

  • Warmly greet the employee and ask how they are doing.

Phase 2: Situational Analysis & Understanding

Duration: 15-20 minutes

Discuss the employee's current challenges and successes. Actively listen and ask targeted questions to gain a comprehensive understanding.

Practical Tips:

  • Ask specific questions about recent projects and their progress.

Phase 3: Focusing on Strengths & Potentials

Duration: 10-15 minutes

Identify the employee's strengths and discuss how they can be further developed. Highlight positive aspects and encourage self-reflection.

Practical Tips:

  • Provide specific examples of the employee's strengths.

Phase 4: Planning Support Measures

Duration: 15-20 minutes

Discuss possible support measures that can help the employee achieve their goals. Be open to suggestions and offer resources.

Practical Tips:

  • Provide targeted training or mentoring opportunities.

Phase 5: Motivation & Positive Outlook

Duration: 10-15 minutes

Conclude the conversation with a positive summary and a forward-looking perspective. Reinforce the employee's skills and demonstrate your support.

Practical Tips:

  • Summarize the points discussed and emphasize the positive aspects.

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

Quick Reference

Cheat Sheet: Employee Conversations at a glance

Total duration approx. 55-70 Minuten

Personnel Conversation - Quick Reference
Bookmark this page for quick access

Creating a Positive Atmosphere

  • Warmly greet the employee and ask how they are doing.

Conversation Phases

2
Situational Analysis & Understanding15-20 minutes

Ask specific questions about recent projects and their pr...

3
Focusing on Strengths & Potentials10-15 minutes

Provide specific examples of the employee's strengths.

4
Planning Support Measures15-20 minutes

Provide targeted training or mentoring opportunities.

Motivation & Positive Outlook

  • Summarize the points discussed and emphasize the positive aspects.
Avoid Mistakes

Common Mistakes in Personnel Conversationn
and how to avoid them

These typical mistakes can jeopardize the success of your conversation. Recognize them early and respond professionally.

Mistake #1

Lack of Structure in Conversations

You find yourself jumping from topic to topic. "Oh, and one more thing..." The conversation becomes chaotic, and important points get lost. Our AI suggests: "Today, we will discuss three points: performance, development goals, and next steps." A clear agenda creates focus and direction.

Mistake #2

Monologue Instead of Dialogue

You talk 80% of the time. "Let me explain how I see it..." The employee becomes passive, and their perspective goes unheard. Our AI suggests: "How do you view your performance this quarter?" Asking questions and actively listening turns conversations into genuine exchanges.

Mistake #3

Goals Remain Vague

You formulate your feedback in ambiguous terms. "You should try harder." Without measurable goals, there is no clear direction for improvement. Our AI suggests: "By the end of next month, I expect weekly status updates on your projects." Concrete, measurable agreements create clarity.

Mistake #4

Defensive Reactions Escalate

When faced with opposition, you may become insecure or feel the need to justify yourself. "But as a leader, I must..." The conversation turns into a power struggle instead of focusing on problem-solving. Our AI suggests: "I understand your perspective. Let's work together to find a solution." Maintaining composure and looking ahead strengthens the relationship.

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