Human Resources Meeting Agenda Templates

Downloadable Word and Google Doc templates for every key HR, people-operations and staff meeting

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Wondering how HR leaders run great meetings?

Meetings about employee performance can be among the most stressful and challenging types of meetings for any professional. Nobody wants their co-workers to fail, but, at times, expectations are not being met and corrective action needs to be taken. There is one way to make these types of challenging meetings less stressful — having a clear and thoughtful agenda. You can use your agenda to drive the meeting forward in a professional and clear manner.

Below are templates for getting the most from these difficult conversations, such as a performance review, a performance improvement plan (PIP), and, if things don’t go well after that, an exit interview. Also, for more meeting agendas of all kinds, visit our whole library which includes 80+ agenda template examples 👇

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HR Exit Interview Agenda

Template

Opening Question

What is your motivation for leaving?

Company Performance Feedback

What is the organization doing well? How could the organization be better?

Working Conditions

How was the working environment (i.e. workplace, job hours, etc.)? How could it be improved?

Highlights & Lowlights

What were your three favorite parts about working here? What three things would you change?

Employee Onboarding

What do you know now that you wish you were told in the onboarding process?

Advice for a Replacement

What advice would you give to someone starting in your position?

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HR Performance Improvement Plan

Template

Alignment - State the Problem

Describe the performance deficiencies.

Improvement Plan

Review the predefined improvement plan. (Optional: Solicit feedback)

Resources

What resources (if any) are needed to put this plan into action? Identify resources.

Evaluation Process & Timeline

How will we evaluate progress on the PIP? Define timelines and procedures.

Setting Expectations

Explain potential outcomes and consequences of accomplishing (or failing to achieve) the goals set out by the PIP.

Questions, Comments, Concerns

Time for clarifying questions. Ensure everything is clear.

Action items:

Notes:

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HR Performance Review

Template

General Assessment

What’s going well; what isn’t? Answer these questions from both the employee’s and the organization’s perspective.

Job Performance

Is the employee meeting defined criteria for performance/fulfilling requirements for the job?

Job Behavior

How is this employee contributing to the company’s core values in their attitude and work? How could they improve?

Performance & Behavior Feedback

How could the employee improve their performance and/or behavior? Offer solutions as well as soliciting solutions from the individual.

Follow-Up

How will we track progress? Do we need to check in again? If so, when?

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One-on-one: Skip level

Template

‍Attendees

A skip one-on-one meeting is a meeting with managers or senior leaders in the company with those who are in junior positions. It is important not to have the meeting with a direct report in order to get honest and accurate feedback. To be truly effective you must create an environment in which the employee feels comfortable. Ideally, the manager should have a relationship with the individual being interviewed. Remember these sessions are about listening and learning from different perspectives in the organizations.

‍Preparation‍

Managers should come armed with questions about the business based on data they’ve reviewed in advance — both qualitative and quantitative.

Here are some questions you might want to ask in your one-on-ones:

What is the morale in the office from their point of view?
How they are feeling about his or her team?
What their manager is doing well and not well?
What obstacles are they facing in their job? (If you are their skip-level manager, take steps to unblock these obstacles — it will mean a lot to the person that you took action.)
Do you understand the company’s goals and how your team’s goals fit into that picture?
Do you feel like you can do things you believe are right for the business?
Do you think leadership acts consistently with your values?
What would make work better for you?
When was the last time you took a vacation?
What is your sacred space? Do you feel like you have time for it?

Open Forum

Ask the interviewee if there is anything that was not covered above that they would like to add?

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Human Resources

Agenda Template FAQs

What are good questions to ask in a one-on-one?

Personal/rapport-building:

What worries you? What keeps you up at night?
What are you most excited about?
How’s life outside work?
What do you like to do on the weekends?
Do you feel like you’re making progress on your career goals?
What are your big dreams in life outside of work?

Career growth:

What skills would you like to develop?
Do you feel challenged in your role?
Is there any training or education we should be investing in for you?
How do you see your role evolving?
Do you feel like you’re making progress on your career goals?
Who in the company would you like to learn from?

Giving/receiving feedback:

Do you feel you’re getting enough feedback?
What’s an area where you would like help or coaching?
What’s an aspect of your job you’d like to improve?
How can I help you be more effective?
What is something I can do better?
What have past managers done that you’d like me to do as well?

Why have one-on-ones with your employees?

One-on-one meetings have many benefits:

Help employees build better relationships with their managers
Provide opportunities for coaching and training
Encourage employees to feel valued at work
Discuss performance and areas of improvement
Find out what employees are (and are not) excited about
Learn how managers can better help employees

Who should set the agenda for a one-on-one meeting?

It’s good for the employee to feel ownership of their one-on-one because the meeting is primarily for their benefit. So, rather than having a manager set the agenda every time, the majority of the agenda should be driven by the employee. Of course, there should still be opportunities for managers to lead the conversation, especially when it comes to topics like coaching and performance. Using a meeting notes app that allows for easy, collaborative agendas can help.

Should one-on-one be hyphenated?

Yes. The word one-on-one is always hyphenated, regardless of whether it is used as a noun, adjective, and adverb.

What are other ways to spell one-on-one?

Writing all three hyphenated words out as one-on-one can be tedious. For brevity in your calendar invites, try using: "1:1" or "Name <> Name."

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