How To Run A HR Catch Up Meeting

Conduct a HR catch-up meeting by setting a clear agenda, encouraging open communication, discussing individual and team progress, addressing issues, and setting future goals and plans.

A HR Catch Up Meeting is a regular meeting organized by human resources to check in on employees, discuss any issues or concerns they may have, and keep them updated on company policies or news. These meetings provide an opportunity for open communication between employees and HR, supporting employee engagement and wellbeing. These catch ups can also focus on career progression, guidance, professional development and feedback, thereby playing an integral role in maintaining high morale and a positive work environment.

What is the purpose of a Hr Catch Up Meeting?

The purpose of running a HR catch-up meeting as a leader is to ensure effective communication and alignment between HR and other teams. It provides an opportunity to discuss any HR-related issues or concerns, address employee needs, provide updates on HR policies, and create a supportive and engaging work environment.

How To Run A HR Catch Up Meeting: Step-By-Step


Step 1: Preparation for the Meeting

In this phase, outline critical meeting details; confirm a definitive date, time, and venue. Check that all attendee schedules can accommodate the meeting. Prepare a thorough agenda listing all discussion points to guide the meeting’s flow and maintain focus.

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Our service, ZipDo, enhances the efficiency of team meeting preparations. It offers meeting leads a centralized source for all past meeting information, including agendas and notes. This not only simplifies preparation but also ensures thorough topic coverage.

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Step 2: Sending out Invitations

Once the initial planning is finalized, distribute meeting requests or invitations to all intended participants. These invitations must clearly state the purpose of the meeting, outline the proposed agenda, and inform on crucial specifics such as the date, time, and location of the meeting for proper scheduling.

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Step 3: Pre-meeting Communication

Ensure all necessary documents and discussion points are disseminated well in advance. This provides everyone the opportunity to thoroughly review and come adequately prepared. Additionally, as a best practice, send out reminders to all attendees either a day prior or a few hours ahead of the meeting. This helps cement the meeting in their schedules, prompting them to adequately prepare themselves, leading to a more productive and dynamic exchange during the session.


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Step 4: Conducting the Meeting

Begin the meeting promptly to respect everyone’s time. Welcome all participants warmly and state the main purpose to set the meeting’s tone. Adhere to your prepared agenda diligently, keeping discussions focused and effective. Facilitate conversations actively, ensuring that everyone has the opportunity to express their thoughts and contribute to the meeting’s productivity.

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Step 5: Review and Feedback

Upon concluding the meeting, thoroughly recap the discussions to reinforce clarity. It’s crucial to summarize key decisions taken and assign action points. Do encourage participants to share their feedback about the meeting and the planning procedure to foster improved collaboration and communication for future gatherings.

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Step 6: Post-meeting Follow Up

A meeting is truly completed once a follow-up email is sent. This email should encapsulate the core discussion points, agreed decisions, and planned actions. Additionally, delegate new tasks emerging from the meeting to appropriate members, accompanied by firm deadlines.

Questions to ask as the leader of the meeting

1. How are you feeling about your current workload?

Explanation: This question allows the leader to gauge the employee’s level of stress or overwhelm and provides insight into their capacity to handle their responsibilities. It helps the leader identify any potential issues or areas where support may be needed.

2. Have you faced any challenges or hurdles recently?

Explanation: By asking this question, the leader can understand any obstacles the employee has encountered and offer assistance or guidance. It also demonstrates the leader’s willingness to address any barriers that may hinder the employee’s performance or well-being.

3. Are there any projects or tasks you need additional resources or support for?

Explanation: This question helps the leader identify any gaps in resources or support that may be hindering the employee’s progress or productivity. It fosters a sense of collaboration and ensures the employee has what they need to succeed.

4. Are you satisfied with the current communication within the team?

Explanation: Asking about communication allows the leader to evaluate the effectiveness of internal communication processes. It helps identify potential misunderstandings, gaps, or bottlenecks and allows for adjustments to enhance team collaboration and efficiency.

5. Are there any areas where you would like to further develop your skills or knowledge?

Explanation: This question encourages the employee to reflect on their professional growth and provides an opportunity for the leader to support their development. It helps align their aspirations with the organization’s goals and promotes a continuous learning culture.

6. Is there anything you’d like to discuss or share about your overall job satisfaction?

Explanation: By asking this question, the leader can gain insights into the employee’s level of job satisfaction and identify potential areas for improvement. It underscores the leader’s commitment to addressing employee happiness and engagement.

7. Do you have any suggestions or ideas on how to improve our team or processes?

Explanation: This question encourages the employee to contribute their insights and ideas, fostering a culture of innovation and continuous improvement. It demonstrates that their input is valued and helps identify potential areas for optimization within the team or organization.

8. Do you have any concerns or questions about your career progression within the company?

Explanation: By asking this question, the leader can address any potential concerns or uncertainties the employee may have about their career growth. It promotes open dialogue and offers an opportunity to discuss and align their aspirations with future opportunities.

9. How can I best support you in achieving your professional goals?

Explanation: This question allows the leader to understand the employee’s expectations and needs, ensuring their support aligns with the employee’s career aspirations. It fosters a positive working relationship and reinforces the leader’s commitment to the employee’s success.

10. Is there anything else you would like to discuss or share with me?

Explanation: This open-ended question gives the employee an opportunity to bring up any additional topics that may be on their mind. It shows the leader’s willingness to listen and address any additional concerns or ideas the employee may have.

As a leader, it’s important to prepare a HR catch-up meeting agenda that keeps the team focused and on track. Start by identifying the key topics to discuss, such as employee performance, training needs, and any pressing HR issues. Prioritize the most critical items and allocate time for open discussion. Share the agenda in advance to allow participants to come prepared, ensuring a productive and efficient meeting.

How To Prepare For A Hr Catch Up Meeting
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Topics that should be discussed during a HR catch-up meeting include employee performance and productivity, recruitment updates, training and development opportunities, employee engagement and satisfaction, workplace policies and procedures, and any concerns or issues raised by employees. This meeting is an opportunity to align HR strategies with organizational goals and address any HR-related matters.

See Our Hr Catch Up Meeting Template
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Software tools to facilitate a Hr Catch Up Meeting

Software helps leaders to run HR catch-up meetings efficiently by streamlining tasks such as scheduling, tracking employee performance, and managing employee data. With automated reminders and notifications, leaders can ensure all necessary information is gathered and discussed during the meeting, enabling better decision-making and timely action. Additionally, software provides centralized access to employee records, making it easier to monitor progress, address challenges, and optimize HR strategies.

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Effective HR catch-up meetings can greatly enhance communication, foster a better workplace culture, and contribute to overall business success. To run a successful HR catch-up meeting, it is important to have a clear structure, encourage open and honest communication, address the actual needs of the employees, and ensure that everyone understands the actionable steps to be taken post-meeting. Regular meetings also help to keep everyone on the same page, foster a culture of transparency, and provide a platform for addressing issues before they escalate. Adopt these strategies to give your HR catch-up meetings more structure, purpose, and effectiveness.

Popular Questions

What is the primary purpose of an HR Catch Up Meeting?

The primary purpose of an HR catch up meeting is to discuss updates, developments, concerns or changes related to HR-related policies, benefits, and organizational culture. It is also a chance for employees to voice out their concerns and support HR’s initiative in maintaining a healthy workplace environment.

Who typically attends an HR Catch Up Meeting?

Generally, these meetings are attended by HR professionals and leaders within the organization. However, depending on the specific topics to be addressed, certain meetings may include employees from various departments or representatives from different teams.

How often should HR Catch Up Meetings be held?

The frequency of HR Catch Up Meetings depends on the organization’s needs and culture. For some, it can be a monthly occurrence, while others may prefer quarterly or bi-annual meetings. Crucially, meetings should be held frequently enough to facilitate timely communication of any major updates or policy changes.

What is usually discussed at an HR Catch Up Meeting?

Topics at HR Catch Up Meetings can range widely depending on current company initiatives and concerns. This can include updates on company policies, new benefits packages, addressing employee concerns or suggestions, implementation of new HR systems, or fostering company culture and well-being initiatives.

How can an employee prepare for an HR Catch Up Meeting?

Employees attending an HR Catch Up Meeting can prepare by reviewing any related materials or agenda items provided ahead of time, thinking of any questions or concerns they wish to raise, and coming with an open mind, ready to engage in constructive dialogue about ways to improve their workplace experience.