Structuring weekly check-ins is crucial for maintaining communication, tracking progress, and driving employee engagement. Engaged employees tend to demonstrate higher productivity, innovation, and job satisfaction, reducing the likelihood of turnover. Boosting employee engagement can be achieved through consistent check-ins. Regular weekly meetings provide an effective platform to track employees' advancements and offer constructive feedback.

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What is an employee engagement model?

An employee engagement model is a framework for understanding and measuring employee engagement. There are many different employee engagement models, but they all share some common elements. These elements typically include:
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• What it means for an employee to be engaged at work.
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• A set of factors that influence employee engagement.
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• A way to measure employee engagement.
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• A plan for improving employee engagement.
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‍How do you measure employee engagement?

There are several ways to measure employee engagement. Some of the most common methods include Employee surveys, Focus groups, Exit interviews and performance data.
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How can weekly check-ins help to enhance employee engagement?

Weekly check-ins can enhance employee engagement in several ways. They can provide:
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• An opportunity for managers to connect with employees on a personal level.
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• A forum for employees to share their progress and challenges.
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• A way for managers to provide feedback and support.
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• An opportunity for employees to address any concerns they may have.

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Key Components and Optimal Practices for Weekly Check-ins:

1. Consistency: Schedule check-ins at a fixed time each week to establish a routine and ensure everyone is aware of the meeting schedule.
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2. Agenda: Create a clear meeting agenda to cover essential topics, including progress updates, priorities, action items, and upcoming events. This keeps the meeting focused and productive.
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3. Technology: Utilize reliable communication platforms for virtual meetings and automating reports. Video conferencing and collaboration tools facilitate seamless interaction and information sharing.
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4. Feedback and Recognition: Use check-ins to address challenges, provide constructive feedback, and recognise team members' contributions. This fosters a culture of appreciation and open communication.
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5. Documentation: Keep minutes or notes of the meeting to track progress, follow up on action items, and share insights with the team. Documentation serves as a valuable reference for future discussions.
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6. Review and Improvement: Regularly evaluate the effectiveness of the check-in process and solicit feedback from team members. This ensures the meetings continue to meet everyone's needs and remain relevant.

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Setting Up and Automating Key Weekly Check-ins in Beam

Users utilising Beam can access 'Check-ins' within the 'Workspace' settings to determine the frequency for individual elements. To do this, navigate to 'Check-in Settings' and select 'Edit' within the 'Workspace Check-in Frequency' Settings. Here, you can customise the configuration for each element and specify the overall due date for check-ins, impacting their scheduling within the workspace.
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Reviewing a Check-in and documenting Feedback 

Once a check-in is completed, managers can review it to create a record of the employee's work over the previous week. These submitted check-ins provide managers valuable insights into the employee's progress, facilitating one-on-one discussions and personalised feedback. Managers should navigate the ‘Team Check-ins’ section to access team check-ins. As a manager, you'll have immediate access to check-ins submitted by your direct reports. If you need to review check-ins from other employees, you can use the filter function to locate and assess them efficiently.

To initiate the review process, click the 'Review' button to access the specific team member's check-in.

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After clicking "Review," managers can view the employee's check-in submission. The option to provide feedback, which can be shared publicly or privately, is at the bottom of the page.

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Managers can utilise the feedback section to provide specific and targeted comments about employee check-in. This feedback serves as valuable guidance for direct reports, highlighting areas of strength and identifying opportunities for improvement.

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The "start, stop and continue" approach provides a structured framework for delivering constructive feedback. Managers can begin by acknowledging positive behaviours and contributions ("start"), suggest areas for improvement ("stop"), and encourage continued growth ("continue"). Tailoring feedback to the information in the check-in report ensures that the manager's guidance is relevant and actionable.

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When implemented effectively, weekly team check-ins are potent tools for tracking progress, maintaining open communication, and fostering a culture of continuous improvement. Within the context of Beam's employee engagement solution, check-ins play a central role in enhancing productivity, collaboration, and engagement. By incorporating essential components and adhering to best practices, you can establish weekly team check-ins that promote alignment, transparency, and a unified approach towards achieving shared goals.

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Key Takeaway

Weekly check-ins are a simple but effective way to enhance employee engagement. Furthermore, employee engagement software like Beam makes measuring and improving employee engagement easier. By connecting with employees regularly, managers can create a more positive and productive work environment.

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In addition to the tips above, here are a few additional things to keep in mind when structuring weekly check-ins:

• Make sure that the check-ins are two-way conversations.
• Be sure to listen to the employee's feedback.
• Use the check-ins to build trust and rapport with the employee.
• Be flexible and adaptable.

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Following these tips can create weekly check-ins that benefit managers and employees.

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FAQs 

How Long Should Each Weekly Check-In Last?

The ideal duration for a weekly check-in varies depending on the team's size, the complexity of the projects, and the issues to be discussed. However, a good rule of thumb is to aim for 30 to 60 minutes. This timeframe is sufficient to cover updates, address concerns, and discuss the next steps in a manageable amount of time away from other work. The key is to keep the meeting focused and on-topic to ensure it remains productive.

Can these check-in strategies be adapted for remote or hybrid teams, and if so, how?

Adapting check-in strategies for remote or hybrid teams involves leveraging technology to maintain communication and connection. Video conferencing tools can simulate face-to-face interactions, while shared digital workspaces can keep everyone aligned on tasks and goals. It's also important to be mindful of time zone differences and to create a rotating schedule if necessary so that the timing of check-ins is fair to all team members.

Are there any tools or software recommended for facilitating these weekly check-ins?

Several tools and software can facilitate the implementation of effective weekly check-ins. 1:1 meeting tools like Beam can help document the agenda, next steps and notes from the meeting.  Project management tools like Asana, Trello, or Monday.com can help teams track progress on tasks and projects. Communication platforms like Slack or Microsoft Teams enable ongoing dialogue and quick check-ins throughout the week. For the check-ins, video conferencing tools such as Zoom or Google Meet are essential for remote or hybrid teams, allowing for face-to-face interaction and screen sharing.