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How To Run A HR Check In Meeting

A HR Check-In Meeting should be run by setting clear objectives, allowing time for open discussion, maintaining effective communication, reviewing employee progress, addressing concerns, and subsequent action planning.

A HR Check-In Meeting is a regular, structured conversation between an employee and their HR representative or manager. The purpose of this meeting is to discuss job performance, review progress towards goals, identify any potential issues or roadblocks, gain feedback, and address any concerns or areas of opportunity. This is an important part of employee engagement, motivation, and performance management as it aids in fostering a two-way communication and provides a platform for continuous improvement, learning, and development. It is also an effective way of recognizing an employee’s contribution, advancing their career prospects and potentially increasing job satisfaction and loyalty towards the organization.

What is the purpose of a HR Check In Meeting?

The purpose of running a HR check-in meeting as a leader is to ensure effective communication and alignment between the team members and the organization. These meetings provide an opportunity to discuss individual and team progress, address any concerns, provide feedback, and identify areas for improvement. Ultimately, these meetings help foster a positive work environment and support the overall success and well-being of the team.

How To Run A HR Check In Meeting: Step-By-Step


Step 1: Preparation

Prior to a meeting, HR representatives need to develop a comprehensive agenda. This agenda should detail specific topics of discussion, tasks that need to be carried out, and clear aims and objectives to be accomplished during the meeting. The agenda should also include thought-provoking questions for staff members to foster active engagement and open dialogue.

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Step 2: Timing and Scheduling

When planning a meeting, select a suitable time considering all participants’ time zones. Gather necessary permissions for staff to leave their usual duties temporarily. Then, send out a concise, straightforward notification about the meeting schedule to everyone involved, ensuring all stakeholders have appropriate advance notice.

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Step 3: Environment and Setup

Establish an apt environment for the meeting, which can either be a physical boardroom or a virtual platform, contingent on the need. For physical meetings, assure comfort and ambience conducive for discussion. While in virtual setups, ensure reliable tech-stack is in place functioning seamlessly, including stable internet, perfect audio-visual aids, and requisite software tools. Preparation is key to deliver an effective and successful meeting experience.


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Step 4: Conducting the Meeting

Begin the meeting with a clear display of the proposed agenda, summarizing the topics to be covered. This step is vital to ensuring that the meeting stays on track and time is respected. Strive for interactivity and inclusivity throughout the discussion by encouraging everyone’s participation. This approach facilitates broader perspectives, promoting a more enriching and productive meeting experience for all attendees.

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Step 5: Discuss Employee Performance and Concerns

Iterate through each agenda item, allotting each team member time to highlight their individual accomplishments, struggles, and apprehensions. Encourage a communicative atmosphere where employees not only share but also receive feedback. This dialogue forms the bedrock of effective problem resolution and progress.

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Step 6: Providing Feedback

HR should seize this chance to offer instructive feedback to staff. This process involves both acknowledging commendable work, thus motivating them, and delivering guidance for addressing any identified problems. Such feedback aids in employee development, promoting a more effective and harmonious workplace environment.

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Step 7: Setting Goals

Having taken into account the discussion points and feedback received, it’s crucial to outline comprehensible and attainable targets for employees for the next review period. This will offer a clear roadmap and motivate them to work towards the set objectives.

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Step 8: Follow-Up

Once the meeting concludes, it’s essential to circulate a follow-up email summarizing key talking points and any additional information required. This comprehensive recap ensures unanimity amongst participants regarding the meeting discussions, and clarity on the resulting action items that need to be addressed.

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Step 9: Documentation and Tracking

Document the meeting results meticulously and consistently monitor the employees’ progress according to the goals set during the gathering. These record-keeping strategies serve as a valuable resource, facilitating like a compass for the upcoming HR check-in meetings. They streamline priorities and highlight areas of improvement and growth.

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Step 10: Evaluate and Improve

Examine the meeting process with a critical eye. Acknowledge the positives and identify the negatives effectively. Use these insights to improve future meetings. Perpetually refining HR processes is critical in fostering enhanced productivity, promoting a healthier work environment, and elevating overall employee satisfaction.

Questions to ask as the leader of the meeting

1. How are you feeling about your current workload and responsibilities?

Explanation: This question helps the leader gauge the employee’s workload and stress levels. It opens the conversation for discussing any potential issues with workload management, possibly preventing burnout or overload.

2. Are there any obstacles or challenges you’re currently facing?

Explanation: This question encourages the employee to openly discuss any difficulties they may be facing in their role. It allows the leader to identify barriers to productivity and offer support or guidance in overcoming them.

3. Are you satisfied with the level of support provided by the team or department?

Explanation: This question helps the leader assess the employee’s satisfaction with the collaborative environment. It provides insights into potential areas where additional support or resources may be needed to enhance teamwork and efficiency.

4. How are you progressing towards your personal and professional development goals?

Explanation: This question enables the leader to track the employee’s growth and development. It allows the employee to share their progress, seek feedback, and identify any roadblocks they may be experiencing.

5. Is there anything you would like to receive feedback or recognition for?

Explanation: This question gives the employee the opportunity to share their accomplishments or areas where they feel their efforts deserve recognition. It reinforces a culture of appreciation and demonstrates that their hard work is acknowledged and valued.

6. Do you have any suggestions for improving our team’s processes or workflow?

Explanation: This question encourages the employee to contribute their ideas for enhancing efficiency and effectiveness. It fosters a sense of ownership within the team and allows the leader to gather valuable insights to refine processes.

7. Do you have any other questions, concerns, or suggestions you’d like to discuss?

Explanation: This question gives the employee the chance to raise any additional topics they deem important. It shows that their voice is valued, ensuring that all relevant issues are addressed, and fostering open communication between the leader and employee.

Learn how to prepare a HR Check In Meeting

As a leader, preparing a HR check-in meeting agenda is crucial for an organized and productive discussion. Start with a warm greeting, followed by a review of the employee’s goals, accomplishments, and challenges. Leave room for them to express any concerns or feedback, and discuss any necessary updates on company policies and procedures. End the meeting with a plan of action moving forward.

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Software tools to facilitate a HR Check In Meeting

With software, leaders are able to efficiently run HR check-in meetings. It facilitates the tracking of employee performance, attendance, and feedback in one centralized system. This streamlines the process of assessing progress, identifying areas for improvement, and providing constructive guidance to team members. Ultimately, software enables leaders to make informed decisions and enhance the effectiveness of HR check-in meetings.


Successfully running a HR check-in meeting requires a thorough understanding of your employees, attention to detail, good planning, and strong interpersonal skills. By following the steps outlined in this blog – setting a clear agenda, creating a safe space for dialogue, encouraging open communication, taking notes for action items, and giving proper follow-ups – you can maximize the efficiency and effectiveness of these meetings. Remember, the ultimate goal of these check-ins is not just to tick off another task from your list, but to genuinely engage with each of your team members, understand their workplace concerns and aspirations, and facilitate their professional growth in any way you can. With the right approach, HR check-in meetings can become a powerful tool to foster stronger relationships, boost team morale, and create a more open, collaborative and satisfied workforce.


What is the purpose of an HR check-in meeting?

The purpose of an HR check-in meeting is to facilitate transparent communication between an employee and the HR department. It’s a time to discuss concerns, progress, expectations, and potential obstacles an employee might be facing.

How often should an HR check-in meeting occur?

The frequency of HR check-in meetings can vary based on the company’s requirements, an employee’s situation, or the nature of work. Typically, they are held quarterly, but in some cases, they could be monthly or even bi-weekly.

Who usually attends the HR check-in meeting?

Typically, the HR check-in meeting will involve the human resources representative, the employee, and sometimes, the employee’s direct manager.

Are HR check-in meetings confidential?

Yes, the discussions during an HR check-in meeting are usually confidential, unless the disclosed information concerns unlawful activities or severe company policy violations.

What can I expect after an HR check-in meeting?

After an HR check-in meeting, you can expect action items to be assigned based on the discussions in the meeting. Also, any grievances or issues brought up during the meeting will be addressed in accordance with the company’s policies and procedures.