Skip-Level Meetings: How Often Should We Schedule Them and What Format Works Best?

Dear All, Can anyone tell me when we should have skip-level meetings in our company—quarterly, once every six months, or yearly?
Also, if anyone has a format for the same, pl share it with me.
Regards,
Deepa

Hi,

A skip-level meeting refers to omitting a particular individual or group from attending meetings. This is typically done by seniors in the case of confidential matters, actions to be initiated for any individual or group, or important business meetings where not everyone is required.

Hi Deepa,

Skip-level meetings can be conducted once a quarter or every six months.

How to Conduct a Skip-Level Meeting

Skip-level meeting. What is that? It's a tool (interview process) for managers to build trust and get to know their team members who are one or more levels below. This helps managers understand the real problems and provides an opportunity to address them.

Normally, managers overseeing more than 10 to 12 team members designate two or three project leads who directly report to them, while other team members report to the project leads. Due to this hierarchical structure, team members may not have the opportunity to communicate with managers to share their views on the project, company, or management. To bridge this gap, managers should proactively schedule skip-level meetings with their team members.

Step 1:
Send a meeting invite to your team member (not to direct reports) - a level or two below. Please do not try to schedule this meeting last minute as they may not be ready.

Step 2:
The ideal duration for this type of meeting is around 30 minutes.

Step 3:
Note that your team member may not have experience with these types of meetings and may not be aware of the purpose. Since you are seeking to understand your team members' thoughts on the project, company, and their satisfaction or dissatisfaction, explain the meeting's purpose. Assure them that all discussions will be kept confidential, and their views will not be disclosed.

Step 4:
Be supportive and patient. Encourage your team member to open up and share their thoughts/ideas. Avoid taking things personally or becoming defensive about any comments.

Step 5:
Be a good listener. Speak less and encourage your team member to share more. Ask questions like:
1. Can you please elaborate on that topic?
2. Oh? I was not aware.
3. Can you help me understand?

Step 6:
Focus your questions on areas such as:
1. Biographical data
2. Project-related views/ideas
3. Organization and management

Step 7:
Always ask open-ended questions. Take notes when necessary.

Step 8:
The most important aspect is to keep all information confidential and take action as needed.

Regards,
Hari Divakaran

Dear Mr. Raghunath and Mr. Hari,

That was a quick reply from your end. Thanks a lot for the same. If you have any format for the same, please send it to me.

Regards,
Deepa Nair

Hello, can someone help me with the HR skip document template? I'm not looking for the procedure, but the document in which we document and present to the head of HR.

Dear Nazia Begum,

You are inquiring about the format of the minutes of the skip-level meeting. To prepare the minutes, one must diligently and meticulously note the points raised, who raised them, the discussions that took place, and the decisions reached. It is not possible to prepare the minutes without these notes.

If you did not take notes during the meeting, you can try to recollect the details now. After preparing the draft, show it to someone who attended the meeting. This individual may be able to add additional points. Revise the draft and then share it with a second attendee. The quality of the draft will improve through multiple revisions, and then you may present it to the HR Head.

Thanks,

Dinesh Divekar