Skip level meetings are a powerful tool that allows leaders to connect directly with employees several layers below them in the organizational hierarchy. These meetings help bridge the gap between upper management and front-line employees, providing valuable insights into the workplace culture, team dynamics, and any existing challenges. However, for these meetings to be truly effective, it’s important to approach them with the right etiquette. In this blog, we’ll explore the dos and don’ts of skip level meetings to ensure that these conversations are both productive and positive for all involved.

What Is a Skip Level Meeting?

A skip level meeting is a conversation between a senior manager or executive and an employee who does not report directly to them. The purpose of these meetings is to foster open communication, gain insights into the team’s operations, and build stronger relationships across the organization. Skip level meetings are not about micromanaging or bypassing the immediate supervisor; instead, they serve as an opportunity to connect with employees, understand their perspectives, and identify areas for improvement.

The Dos of Skip Level Meetings

1. Do Prepare Thoughtful Questions

Before the meeting, take some time to prepare a list of thoughtful and open-ended questions that encourage dialogue. Focus on understanding the employee’s role, challenges, and ideas for improvement. For example:

• “What are some of the biggest challenges you’re currently facing in your role?”

• “What’s working well on your team, and what could be improved?”

• “How do you feel about the direction the company is heading?”

These types of questions show that you value the employee’s input and are interested in their experience within the organization.

2. Do Create a Comfortable Atmosphere

Skip level meetings should be informal and conversational rather than formal and intimidating. Make an effort to create a relaxed atmosphere where employees feel comfortable sharing their thoughts openly. This can be achieved by meeting in a neutral location, such as a coffee shop or a quiet meeting room, and by maintaining a friendly, approachable demeanor throughout the conversation.

3. Do Listen Actively

Active listening is crucial in skip level meetings. Give the employee your full attention, avoid interruptions, and acknowledge their points with nods or verbal affirmations. Take notes if necessary, but make sure to maintain eye contact and stay engaged in the conversation. Remember, the goal is to understand the employee’s perspective, not to dominate the conversation.

4. Do Follow Up on Action Items

If any action items or follow-up steps come up during the meeting, make sure to address them promptly. This could involve sharing feedback with the employee’s direct supervisor, implementing a suggestion, or simply following up with additional information. Following through on promises made during the meeting demonstrates that you value the employee’s input and are committed to making improvements based on their feedback.

5. Do Keep the Focus on the Employee’s Experience

Ensure that the conversation remains centered around the employee’s experiences, insights, and suggestions. This is their opportunity to speak candidly, so avoid steering the conversation towards your own agenda or using the meeting to critique their performance. The goal is to learn from the employee, not to conduct a performance review.

The Don’ts of Skip Level Meetings

1. Don’t Undermine the Employee’s Direct Supervisor

Skip level meetings should not be used as a way to bypass or undermine the authority of the employee’s direct supervisor. Avoid discussing the supervisor’s performance or making decisions that directly impact the team without consulting the supervisor first. Maintaining the integrity of the reporting structure is crucial to preserving trust and respect within the organization.

2. Don’t Promise Immediate Changes

While it’s important to listen to feedback and take it seriously, be careful not to promise immediate changes during the meeting. Some suggestions may require further evaluation, discussion with other leaders, or alignment with broader company strategies. Instead, express appreciation for the feedback and commit to exploring the suggestion further.

3. Don’t Dismiss Concerns or Feedback

Even if you disagree with some of the feedback provided, it’s important to acknowledge and validate the employee’s perspective. Dismissing concerns outright can discourage open communication and make employees feel unheard. If necessary, provide context or explain constraints, but always do so in a respectful and considerate manner.

4. Don’t Use the Meeting for Performance Appraisals

Skip level meetings are not the appropriate setting for performance appraisals or critiques. These conversations should focus on understanding the employee’s experiences and gathering insights, not on evaluating their performance. Leave performance discussions to the appropriate one-on-one meetings with their direct supervisor.

5. Don’t Overload Employees with Too Many Questions

While it’s important to ask thoughtful questions, be mindful of the time and avoid overwhelming the employee with a long list of inquiries. Keep the conversation focused and concise, allowing the employee to steer the discussion towards topics that are most important to them. Remember, quality is more important than quantity when it comes to gathering feedback.

Enhancing Skip Level Meetings with VOMO AI

Managing feedback from skip level meetings can be challenging, especially when trying to capture all the valuable insights shared during these conversations. This is where VOMO AI can be a valuable tool. VOMO AI offers advanced transcription and summarization features that can help you record, transcribe, and analyze meeting notes efficiently. By using VOMO AI, you can ensure that no valuable feedback is missed, and you can easily share key insights with relevant stakeholders.

Key Features of VOMO AI:

• Automated Transcription: Easily transcribe meeting conversations in real-time, ensuring accurate records of discussions and feedback.

• Summarization with Ask AI: Use VOMO AI’s Ask AI feature to summarize transcripts and extract key points, making it easier to review and share meeting outcomes.

• Multi-Device Accessibility: Access your meeting transcripts from any device, allowing you to review and share insights on the go.

Explore VOMO AI to see how it can enhance your skip level meetings by providing a seamless way to capture, analyze, and act on the valuable feedback shared by your employees. Click here to learn how to record and transcribe meetings with VOMO AI.

By following these dos and don’ts and leveraging tools like VOMO AI, you can make your skip level meetings more effective, fostering a culture of open communication and continuous improvement within your organization.