Guide to making effective check-in calls

by Danique Geskus | Nov 8, 2023

A check-in call within an organization is a direct form of communication between an employee and a manager. The goal is to share information, evaluate performance and set goals. It promotes openness, mutual feedback and cooperation. Other terms often used are two-way conversation, face-to-face meeting or one-on-one conversation. Effective methods include good preparation, regular planning, open communication, goal-setting, active listening, feedback, documentation and follow-up. Read on for more details.


What does a check-in call involve?

A check-in call provides an opportunity for employees and managers to communicate directly with each other. It is an opportunity to exchange information, analyze performance and set common goals. Work-related topics such as project progress, performance evaluation, career planning and possible problems or challenges can be discussed during this meeting. The main goal is to promote openness and understanding, exchange feedback and strengthen cooperation. It enables employees and managers to align, adjust goals and work together for the success of the organization.


What else is a check-in call called?

Different organizations often use different terms for this type of meeting. The specific term may vary depending on the sector or context of the meeting. Here are some examples that are common:

– Two-way conversation

– Direct consultation

– Personal consultation

– One-on-one conversation

– 1-1 meeting


– Individual consultations

– Bilateral consultation


What are the best methods for conducting a check-in interview?

Organizing such conversations takes time. Therefore, we would like to give some best methods to make check-in calls effectively.

  1. Preparation: Both the employee and the manager should prepare well for the interview. Make a list of key points, goals or concerns to be discussed to make the conversation focused and productive.
  2. Regular scheduling: Schedule check-in calls regularly, such as monthly or quarterly, to ensure continuity and communication. Make sure both parties are aware of the scheduled dates and times and set reminders if necessary.
  3. Open communication: Create an atmosphere of openness and trust during the conversation. Encourage both parties to freely share thoughts, concerns, successes and challenges. This promotes constructive dialogue and helps identify possible solutions.
  4. Goal orientation: Keep the focus during the conversation on the goals. Together, identify specific action items and make agreements to achieve them. Set measurable and achievable goals and evaluate progress in future check-in calls.
  5. Listening and giving feedback: Make sure both parties are actively listening and giving sincere feedback. This helps to understand each other’s perspectives and find common ground. Constructive feedback contributes to employee growth and development.
  6. Record: Record the main points, agreements and goals of each checkin call. This helps keep track of important information and serves as a reference for future discussions.
  7. Follow-up: After the interview, it is important to follow up on any follow-up steps. Hold each other accountable for actions taken and evaluate progress during future check-in conversations. Discuss any changes or updates that may affect previous agreements.


How do you prepare for a check-in call?

Good preparation is essential. But how best to go about it? Here are some helpful tips.

  1. Identify goals and topics: Identify the goals and topics you want to discuss during the conversation. Think about what you want to accomplish and what specific issues you want to discuss, such as project progress, accomplishments, development needs or other relevant topics.
  2. Gather relevant information: Gather all necessary information for the interview. This can include reports, statistics, project updates, feedback from colleagues or other relevant documents. Make sure you have the information well understood and ready for the interview.
  3. Organize your thoughts: Take time to structure your thoughts and take notes on the main points you want to discuss. This helps you formulate your thoughts clearly and prevents you from forgetting important things during the conversation.
  4. Anticipate questions and possible reactions: Try to estimate what questions, concerns or reactions your manager may have. Prepare for possible scenarios and consider how best to respond.


Use the Learned platform to make effective and regular check-in calls.

With just a few clicks, you can schedule a check-in call. Both managers and employees can take advantage of this feature. Stel a list of conversation topics, keep conversation notes, and add your next steps after each conversation. With Learned’s powerful calendar links, all your meetings are neatly synchronized with your calendar. Getting started with check-in calls in Learned? Click here for more information.

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