Check-In Template

Regular one-on-one check-ins help leaders stay connected with each member, catch issues early, and build trust. This template provides a simple structure for effective leader-member conversations.

Why One-on-One Check-Ins Matter

Benefits:

• Build trust and psychological safety
• Catch issues before they become problems
• Understand individual needs and concerns
• Show members they're valued
• Track progress on goals
• Strengthen relationships
• Prevent disengagement

Without Check-Ins:

• Issues fester silently
• Members feel unsupported
• Disengagement goes unnoticed
• Conflicts surprise you
• Turnover increases
• Trust erodes

Check-In Structure (30-45 minutes)

1. Opening (5 minutes)

• Casual conversation, build rapport
• Set comfortable tone
• Transition to check-in

2. How They're Doing (10-15 minutes)

• Overall satisfaction and engagement
• Energy level and enthusiasm
• Any concerns or challenges
• What's going well

3. Goals & Development (10 minutes)

• Progress on personal goals
• Areas they want to develop
• Support they need
• Opportunities for growth

4. Band Dynamics (5-10 minutes)

• Relationships with other members
• Communication and collaboration
• Any interpersonal concerns
• Sense of belonging

5. Feedback Exchange (5-10 minutes)

• Your observations and feedback
• Their feedback for you
• Their feedback for the band
• What could be better

6. Action Items & Closing (5 minutes)

• Summarize key points
• Agree on action items
• Schedule next check-in
• End on positive note

One-on-One Meeting Template

Member Name Check-In

Date: _______________ Location: _______________ Duration: _______________

Opening

Casual Conversation:

• How's life? What's new?
• Personal topic they care about
• Build rapport and comfort

Transition: "Thanks for taking the time to chat. I wanted to check in on how things are going with the band and see how you're feeling about everything."

How They're Doing

Overall Satisfaction: "On a scale of 1-10, how satisfied are you with the band right now?"

Score: ___/10

Follow-up: "What would make it a higher number?"

Notes:

Energy & Engagement: "How's your energy level for band stuff these days?"

• High - excited and engaged
• Good - positive and committed
• Medium - okay but not excited
• Low - struggling to stay engaged
• Very Low - considering leaving

Notes:

What's Going Well: "What are you enjoying most about the band right now?"

Notes:

Concerns or Challenges: "Is there anything that's been frustrating or challenging?"

Notes:

Specific Questions:

• "How are rehearsals working for you?"
• "How do you feel about our recent shows?"
• "Is the time commitment sustainable?"
• "Are you getting what you hoped for from this band?"

Notes:

Goals & Development

Personal Goals: "What are you working on musically right now?"

Notes:

Progress Check: "How's progress on previous goal discussed?"

Notes:

Development Areas: "What would you like to develop or improve?"

Notes:

Support Needed: "What support do you need from me or the band?"

Notes:

Opportunities: "Are there any roles or responsibilities you'd like to take on?"

Notes:

Band Dynamics

Relationships: "How are you feeling about your relationships with other members?"

Notes:

Communication: "Do you feel heard and valued in the band?"

• Always
• Usually
• Sometimes
• Rarely
• Never

Notes:

Collaboration: "How's the collaboration and creative process working for you?"

Notes:

Belonging: "Do you feel like you're part of the team?"

Notes:

Concerns: "Is there anything affecting your relationships with other members?"

Notes:

Feedback Exchange

My Observations:Share specific, constructive feedback

Positive:

• Specific thing they're doing well
• Another strength or contribution

Developmental:

• Area for growth, framed constructively
• Specific suggestion or support

Notes:

Their Feedback for Me: "What feedback do you have for me as a leader?"

Notes:

Their Feedback for the Band: "What could we be doing better as a band?"

Notes:

What They Need: "What do you need more of? Less of?"

Notes:

Action Items & Closing

Action Items:

Key Takeaways:

Next Check-In:Date: _______________ Time: _______________

Closing: "Thanks for being open with me. I really appreciate specific thing. Looking forward to something positive."

Engagement Assessment Questions

Level 1: Surface Check

1. "How are things going?"
2. "How's the band feeling for you?"
3. "What's your energy level these days?"

Level 2: Deeper Understanding

4. "What's most exciting to you right now?"
5. "What's been challenging or frustrating?"
6. "Is there anything keeping you up at night about the band?"
7. "Do you feel like you're contributing in the ways you want to?"

Level 3: Probing Concerns

8. "I've noticed specific observation. What's going on?"
9. "You seem less engaged/frustrated/distant. Am I reading that right?"
10. "Is there something we need to talk about?"
11. "Are you still excited about being in this band?"

Early Warning Signs Checklist

Behavioral Changes

• Decreased communication
• Less participation in discussions
• Arriving late or leaving early
• Less prepared for rehearsals
• Declining social invitations
• Reduced enthusiasm or energy
• More complaints or negativity
• Avoiding certain members

Performance Changes

• Quality of playing declining
• Less creative input
• Not learning new material
• Missing rehearsals more often
• Less attention to detail
• Reduced effort or care

Verbal Cues

• Talking about other opportunities
• Questioning band direction
• Expressing frustration more often
• Mentioning time constraints
• Discussing life changes
• Using past tense about band

Emotional Indicators

• Seems withdrawn or distant
• Less joy or excitement
• More irritable or short
• Defensive or sensitive
• Disengaged or checked out
• Stressed or overwhelmed

If you notice 3+ signs, schedule a check-in immediately.

Individual Goal Tracking

Goal Setting Template

Member: _______________ Date Set: _______________

Goal: _______________

Why This Matters: _______________

Success Looks Like: _______________

Timeline: _______________

Support Needed: _______________

Check-In Dates:

Progress Tracking

Check-In Date: _______________

Progress:

• On track
• Some progress
• Stalled
• Need to adjust

What's Working:

Challenges:

Next Steps:

Support Needed:

Creating Psychological Safety

What is Psychological Safety?

The belief that you can speak honestly without fear of negative consequences.

How to Create It

Before the Check-In:

1. Choose the right setting - Private, comfortable, neutral
2. Schedule adequate time - Don't rush
3. Prepare thoughtfully - Review previous notes
4. Set positive intention - Genuinely want to understand

During the Check-In:

1. Listen more than talk - 70/30 rule
2. Ask open-ended questions - Not yes/no
3. Don't get defensive - Receive feedback gracefully
4. Validate their feelings - Even if you disagree
5. Thank them for honesty - Especially difficult truths
6. Take notes - Shows you value their input

After the Check-In:

1. Follow through - On commitments made
2. Keep confidences - Don't share inappropriately
3. Act on feedback - Show it matters
4. Check in again - Maintain consistency

Questions That Build Safety

Opening:

• "I really want to understand how you're experiencing things."
• "There are no wrong answers - I just want to hear your perspective."
• "This is a safe space to be honest."

During:

• "Tell me more about that."
• "Help me understand."
• "What else?"
• "How does that feel for you?"

When They Share Something Difficult:

• "Thank you for being honest about that."
• "I appreciate you trusting me with this."
• "That takes courage to share."

Frequency Recommendations

New Members (First 3-6 Months)

• Every 2-3 weeks
• Building relationship
• Ensuring good integration
• Catching issues early

Established Members

• Monthly or Quarterly
• Maintenance and support
• Goal tracking
• Staying connected

When Issues Arise

• Weekly or Bi-weekly
• Addressing concerns
• Monitoring progress
• Providing support

Signs You Need More Frequent Check-Ins

• Member seems disengaged
• Performance declining
• Interpersonal tensions
• Life changes or stress
• After difficult conversations
• During band transitions

Tips for Effective Check-Ins

For Leaders

1. Be genuinely curious - Not just going through motions
2. Listen to understand - Not to respond
3. Don't problem-solve immediately - Sometimes they just need to be heard
4. Be vulnerable too - Share your own challenges
5. Follow through - On commitments and action items
6. Keep it confidential - Unless safety issue
7. Make it regular - Consistency builds trust

Common Mistakes to Avoid

1. Doing all the talking - This is their time
2. Getting defensive - When they share concerns
3. Skipping when busy - Sends message they're not priority
4. Not taking notes - Shows you're not really listening
5. Forgetting previous conversations - Breaks trust
6. Not following up - Makes check-ins pointless
7. Making it feel like interrogation - Should be conversation

Sample Check-In Scenarios

Scenario 1: Member Seems Disengaged

Opening: "I've noticed you seem less engaged lately. Your energy seems different. What's going on?"

Listen for:

• Life circumstances
• Band-related issues
• Relationship problems
• Commitment questions

Response: "Thanks for being honest. What would help? What do you need from me or the band?"

Scenario 2: Member Wants to Grow

Opening: "You mentioned wanting to develop skill. Let's talk about how we can support that."

Discuss:

• Specific goals
• Timeline
• Resources needed
• Opportunities in band
• How to measure progress

Action: Create specific plan with check-in dates

Scenario 3: Interpersonal Tension

Opening: "I sense some tension between you and member. Want to talk about it?"

Listen for:

• Their perspective
• Specific incidents
• Impact on them
• What they need

Response: "How can I help? Would it be useful if I facilitated a conversation?"

Key Takeaways

1. Regular check-ins prevent crises - Catch issues early
2. Listen more than talk - This is their time
3. Create psychological safety - Make it safe to be honest
4. Follow through - On commitments and action items
5. Track progress - On goals and concerns
6. Be consistent - Don't skip when busy
7. Show you care - Genuine interest and support

One-on-one check-ins are one of the most powerful tools a leader has. They build trust, prevent problems, and show members they matter. Make them a non-negotiable part of your leadership practice.