Band Check-In Template

Regular check-ins prevent small issues from becoming big problems. This template provides a simple, repeatable structure for band communication that builds trust and keeps everyone aligned.

Why Regular Check-Ins Matter

Benefits:

• Catch small issues before they grow
• Build trust and psychological safety
• Keep everyone aligned on goals
• Improve communication habits
• Strengthen band relationships
• Increase accountability
• Reduce drama and conflict

Without Check-Ins:

• Issues fester and grow
• Resentment builds silently
• Misalignments go unnoticed
• Communication breaks down
• Conflicts explode unexpectedly
• Members feel unheard
• Band culture deteriorates

Check-In Meeting Structure

Recommended Frequency

New Bands (First 6 Months):

• Every 2-3 weeks
• Building foundation of communication
• Establishing norms and expectations

Established Bands:

• Monthly or quarterly
• Maintenance and course correction
• Deeper strategic discussions

Bands in Transition:

• More frequently as needed
• New members, new direction, conflicts
• Return to normal frequency once stable

Meeting Format (60-90 minutes)

1. Opening (5 minutes)

• Welcome and settle in
• Brief reminder of purpose
• Set tone: honest, constructive, supportive

2. Wins & Gratitude (10 minutes)

• What's going well?
• What are we proud of?
• Appreciation for each other

3. Individual Check-Ins (20-30 minutes)

• Each person shares (5-7 minutes each)
• How they're feeling about the band
• Any concerns or issues
• What they need from the group

4. Band-Level Discussion (20-30 minutes)

• Themes that emerged
• Issues to address
• Decisions to make
• Goals and planning

5. Action Items (10 minutes)

• What needs to happen?
• Who's responsible?
• By when?
• How will we follow up?

6. Closing (5 minutes)

• Summarize key points
• Confirm next check-in date
• End on positive note

Check-In Agenda Template

Band Name Check-In Meeting

Date: _______________ Attendees: _______________ Facilitator: _______________ Note-taker: _______________

1. Opening

Purpose Reminder: "This is our time to check in on how we're doing as a band, address any concerns, and make sure we're all aligned and supported."

Ground Rules:

• Speak honestly but kindly
• Listen without interrupting
• Assume positive intent
• What's shared here stays here
• Focus on solutions, not blame

2. Wins & Gratitude (10 minutes)

What's going well?

• Recent accomplishments
• Progress on goals
• Positive moments

Gratitude:

• Appreciation for specific people
• Recognition of efforts
• Acknowledgment of contributions

Notes:

3. Individual Check-Ins (5-7 minutes each)

Member 1 Name:

How are you feeling about:

• The band overall?
• Your role and contributions?
• Our progress and direction?
• Band dynamics and relationships?

Any concerns or issues?

What do you need from the band?

Notes:

Member 2 Name:

Same questions

Notes:

Member 3 Name:

Same questions

Notes:

Member 4 Name:

Same questions

Notes:

4. Band-Level Discussion (20-30 minutes)

Themes & Patterns:

• What did we hear across check-ins?
• Common concerns or issues?
• Shared excitement or worries?

Issues to Address:

Discussion Notes:

Decisions Made:

5. Action Items (10 minutes)

6. Closing

Summary:

• Key takeaways
• Decisions made
• Action items recap

Next Check-In:

• Date: _______________
• Time: _______________
• Location: _______________

Closing Thought:End on positive, forward-looking note

Question Bank for Check-Ins

Opening Questions (Choose 1-2)

General:

1. "How are you feeling about the band right now?"
2. "What's your energy level for band stuff these days?"
3. "On a scale of 1-10, how satisfied are you with how things are going?"

Specific: 4. "How are you feeling about our recent shows?" 5. "How's the rehearsal schedule working for you?" 6. "How do you feel about our current direction?"

Deeper Questions (Choose 2-3)

Engagement: 7. "What's most exciting to you about the band right now?" 8. "What's been frustrating or challenging?" 9. "Is there anything you wish we were doing differently?"

Relationships: 10. "How are you feeling about band dynamics?" 11. "Do you feel heard and valued in the band?" 12. "Is there anything affecting your relationship with other members?"

Role & Contribution: 13. "Do you feel like you're contributing in the ways you want to?" 14. "Is your role in the band what you expected?" 15. "What would help you contribute more effectively?"

Goals & Direction: 16. "Are we moving in the direction you want to go?" 17. "What goals are most important to you right now?" 18. "Is the pace of progress what you expected?"

Commitment: 19. "How's the time commitment working for you?" 20. "Is anything making it hard to stay committed?" 21. "What would make this more sustainable for you?"

Closing Questions (Choose 1)

22. "What do you need from the band right now?"
23. "What's one thing we could do to make this better?"
24. "What are you looking forward to?"
25. "Is there anything else you want to share?"

Creating Psychological Safety

What is Psychological Safety?

The belief that you can speak up, share concerns, admit mistakes, and be yourself without fear of negative consequences.

How to Create It

As Facilitator:

1. Model vulnerability - Share your own concerns first
2. Thank people for sharing - Especially difficult things
3. Don't get defensive - Listen without justifying
4. Follow up on concerns - Show that speaking up matters
5. Keep confidences - What's shared stays in the room
6. Address issues raised - Don't let concerns disappear

As a Band:

1. Assume positive intent - People aren't trying to hurt you
2. Listen to understand - Not to respond
3. Validate feelings - Even if you disagree
4. Focus on solutions - Not blame
5. Appreciate honesty - Even when it's uncomfortable
6. Support each other - We're on the same team

Signs of Good Psychological Safety

• People share concerns openly
• Disagreements are productive
• Mistakes are admitted and learned from
• Everyone participates
• Difficult topics get addressed
• People ask for help
• Feedback flows freely

Signs of Poor Psychological Safety

• People stay quiet
• Issues come up outside meetings
• Defensiveness and blame
• Only some people talk
• Difficult topics avoided
• People pretend everything's fine
• Feedback is rare or harsh

Action Item Tracking

Action Item Template

What: Specific, clear actionWho: Single person responsibleBy When: Specific dateWhy: Purpose/goalStatus: Not started / In progress / Complete / BlockedNotes: Updates, obstacles, changes

Example Action Items

Good:

• "Mike will research rehearsal spaces and present 3 options by next meeting"
• "Sarah will draft social media posting schedule by Friday"
• "Band will decide on new song to learn by end of this rehearsal"

Bad (Too Vague):

• "Someone should look into rehearsal spaces"
• "We need to post more on social media"
• "Let's learn some new songs"

Tracking Between Meetings

Simple Spreadsheet:

Review at Each Check-In:

• What's been completed?
• What's in progress?
• What's blocked?
• What needs to be added?

Frequency & Timing Recommendations

When to Check In More Frequently

New Band (First 6 Months):

• Every 2-3 weeks
• Building communication habits
• Establishing norms
• Getting to know each other

After Adding New Member:

• Every 2-3 weeks for first 3 months
• Integrating new person
• Rebuilding chemistry
• Addressing any issues early

During Conflict or Tension:

• Weekly or bi-weekly
• Addressing issues actively
• Rebuilding trust
• Monitoring progress

Major Transition (New direction, big project):

• Every 2-3 weeks
• Staying aligned
• Managing change
• Supporting each other

When Monthly/Quarterly Works

Established, Stable Band:

• Monthly or quarterly
• Maintenance mode
• Things are going well
• Just staying connected

Lower Commitment Band:

• Quarterly
• Less frequent interaction
• Lighter touch needed
• Still valuable to check in

Signs You Need to Check In More

• Tension or conflict emerging
• People seem disengaged
• Communication breaking down
• Misalignments appearing
• Someone seems unhappy
• Progress has stalled
• Drama or gossip increasing

Tips for Effective Check-Ins

For Facilitators

1. Rotate the role - Don't always have same person lead
2. Prepare ahead - Review previous notes, plan agenda
3. Start on time - Respect everyone's time
4. Keep it moving - Don't let it drag
5. Stay neutral - Facilitate, don't dominate
6. Take notes - Or designate note-taker
7. Follow up - On action items and concerns raised

For All Members

1. Come prepared - Think about how you're feeling
2. Be honest - But kind
3. Listen actively - Don't just wait to talk
4. Stay present - Put phones away
5. Assume positive intent - People aren't attacking you
6. Focus on solutions - Not just problems
7. Follow through - On commitments made

For the Band

1. Protect the time - Don't skip or rush
2. Create safe space - Make it okay to be honest
3. Act on what you hear - Or people will stop sharing
4. Celebrate progress - Not just problems
5. Keep it regular - Consistency matters
6. Adjust as needed - Format should serve you
7. Make it valuable - Worth everyone's time

Common Challenges

"We don't have time for this"

Response: You don't have time NOT to do this. One hour per month prevents hours of conflict and drama.

Solution: Schedule it like any other commitment. Make it non-negotiable.

"People don't share honestly"

Response: Psychological safety takes time to build.

Solution:

• Model vulnerability yourself
• Thank people for sharing
• Act on concerns raised
• Keep building trust

"It feels awkward or forced"

Response: New habits always feel awkward at first.

Solution:

• Keep it simple and casual
• Don't over-formalize
• Let it evolve naturally
• Focus on connection, not process

"Nothing ever comes up"

Response: Either things are great (rare) or people don't feel safe sharing.

Solution:

• Ask more specific questions
• Share your own concerns first
• Check in one-on-one between meetings
• Reassess psychological safety

"Issues come up but nothing changes"

Response: Check-ins without action are pointless.

Solution:

• Create clear action items
• Assign ownership
• Follow up consistently
• Hold each other accountable

Sample Check-In Scenarios

Scenario 1: New Band, Building Foundation

Focus: Getting to know each other, establishing norms

Key Questions:

• "What are you hoping to get from this band?"
• "How do you like to communicate?"
• "What's your ideal rehearsal vibe?"
• "What do you need to do your best work?"

Outcome: Shared understanding of expectations and preferences

Scenario 2: Tension Between Members

Focus: Addressing conflict, rebuilding trust

Key Questions:

• "How are you feeling about band dynamics?"
• "Is there anything affecting your relationships?"
• "What would help improve things?"
• "What do you need from each other?"

Outcome: Issues surfaced and addressed, plan for improvement

Scenario 3: Member Seems Disengaged

Focus: Understanding what's happening, re-engaging

Key Questions:

• "How's your energy for the band these days?"
• "Is something making it hard to stay engaged?"
• "What would make this more exciting for you?"
• "What do you need from us?"

Outcome: Understanding root cause, plan to address

Scenario 4: Band at Crossroads

Focus: Alignment on direction, making decisions

Key Questions:

• "Where do you want the band to go?"
• "What's most important to you right now?"
• "What are you willing to commit to?"
• "What would success look like?"

Outcome: Clarity on direction, decisions made

Key Takeaways

1. Regular check-ins prevent crises - Small issues don't become big ones
2. Consistency matters - Make it a habit
3. Psychological safety is essential - People must feel safe to share
4. Action items are critical - Talking without action is pointless
5. Keep it simple - Don't over-complicate
6. Adapt to your needs - Format should serve you
7. It's worth the time - Investment pays off in trust and alignment

Regular check-ins are one of the highest-leverage activities a band can do. They build trust, prevent conflicts, and keep everyone aligned and engaged. Make them a non-negotiable part of your band's rhythm.