Performance check-in template and conversation resources

The template and conversation resources provided on this page can be used to: 

• Check in with your team member on a regular basis about expectations and performance 
• Check in with a team member you have not checked in with for a while 
• Provide appreciation, recognition or celebrate an achievement 
• Provide feedback or coaching to a team member or set them up for continued success  
• Discuss areas for improvement with a team member. You need to address the issues with clear expectations and the supports you will provide 
• Discuss a little bit of everything. For example, progress against goals, challenges, successes and how to improve ways of working and future performance outcomes 

This will likely be the template you use in most situations. 

Download an MS Word version of the Performance check-in template (DOCX, 76KB).

On this page

• Preparing for the conversation
• Suggested discussion questions

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Preparing for the conversation

The following considerations can help guide employees and supervisors prepare for their roles in performance conversations.

Employee

• Consider areas you have excelled at or your involvement in projects that have been successful
• Identify skills and competencies that have led to your strongest results 
• Determine areas you feel you could improve and what would help you improve 
• Identify things that got in the way that will be important to address moving forward 
• Consider aspects of your work that have the potential to challenge your physical, psychological or social health  

Supervisor

Consider all aspects of an employee’s role and performance including: 

• Expectations for the role 
• What is going well? 
• Areas where things could be (even) better 
• What has changed since the last performance conversation? 
• Any barriers that may be impacting the work or the employee’s equal participation in the workplace  
• Aspects of the work that have the potential to challenge the physical, psychological or social health of the employee. Is there a need for a mitigation strategy? 

Come prepared with feedback that is: 

• Specific 
• Supported by examples 
• Focused on action or behaviour observed, not the person 
• Focused on future improvements, not past mistakes 

Suggested discussion questions

To help guide discussions, choose some of the questions below. You can also develop questions of your own. Capture significant outcomes and action items in the comments section of the template. 

Overview

• How would you describe your work since our last check-in? 
• What is your attention focused on right now? How is that influencing your work? 
• Which job responsibilities or tasks do you enjoy most? Which do you enjoy least? 

Resources and supports

• Are there any barriers that may be impacting your work? Or your participation in the workplace?  
• Are there any supports that could help you in your role? What would those be? 
• Are there any aspects of the work that might challenge your physical, psychological or social health? What can we put in place to mitigate these challenges? 

Goals

• What progress have you made against your goals?  
• Have your goals shifted? Tell me about that. 

Successes

• What accomplishments are you most proud of?  
• How would you like to celebrate success? Do you prefer receiving recognition in private or in a team-oriented setting? 
• How do you think your role helps the work unit succeed? 

Challenges

• What challenges have you faced? What did you learn? What could our team or organization learn from your experience? 
• How do you want to work together to address challenges? 

Learning and development

• In what areas do you need or want to improve? What would help you improve?  
• What specific skills or competencies should we focus on moving forward? 
• What opportunities are you looking for moving forward?  
• Which of your interests or skills could we integrate into your work? 

Working together (supervisor and employee)

• What support do you need from me as your supervisor to perform at your best?  
• What do I do that is most helpful for you when it comes to completing your work? 
• Can we improve the frequency or focus of our one-on-one time? 
• What (if any) concerns do you have when it comes to giving me feedback? How can I ease those concerns? 

Closing

• Is there anything else I should know?   
• What specific areas do you intend to work on before we next meet?  
• What feedback or suggestions do you have for me about this conversation?