Quarterly Check-In Template for Managers
Copy this 30-minute quarterly check-in template for manager-employee 1:1s. Includes agenda, questions, follow-up notes, and action item prompts.
Use this quarterly check-in template when you need a focused manager-employee conversation about progress, priorities, blockers, and support for the next quarter. It is designed for a 30-minute 1:1, but you can expand any section if the conversation needs more space.
If you want software that prepares these agendas automatically, see Windmill’s 1:1 meeting software.
Copy/paste quarterly check-in template
Meeting goal: Align on what happened last quarter, what matters next quarter, and what support the employee needs.
Time: 30 minutes
Participants: Manager and direct report
1. Opening and context (3 minutes)
- What should we make sure we cover today?
- Is there anything urgent that should change the agenda?
- What would make this check-in useful for you?
2. Review last quarter (8 minutes)
- What are you most proud of from the last quarter?
- Which goals or projects moved forward?
- What did not go as planned?
- What changed about the work that we should account for next quarter?
3. Discuss blockers and support (7 minutes)
- What is slowing you down right now?
- Where do you need clearer direction?
- What support, resources, or decisions would help?
- Are there any risks I should help escalate?
4. Set next-quarter priorities (8 minutes)
- What are the top three priorities for next quarter?
- What does success look like for each one?
- Which work should be deprioritized?
- What will we check in on before the next quarterly conversation?
5. Confirm action items (4 minutes)
| Action item | Owner | Due date | Follow-up note |
|---|---|---|---|
Pre-meeting questions
Send these questions 24-48 hours before the check-in. Short written answers make the live conversation more useful.
- What were your most important wins this quarter?
- What felt harder than expected?
- What should your manager know before the conversation?
- What are the most important priorities for next quarter?
- What support would help you make faster progress?
Manager prep checklist
- Review previous 1:1 notes and open action items.
- Check progress against goals, projects, or quarterly priorities.
- Pull two or three specific examples of strong work.
- Identify one area where clearer support or expectations may help.
- Decide which decisions need to be made during the meeting.
Follow-up note template
After the meeting, send a short recap so both people agree on what changed.
Quarterly check-in follow-up note
Thanks for the conversation today. Here is what I captured:
Highlights from last quarter
Priorities for next quarter
Support needed
Action items
| Action item | Owner | Due date |
|---|---|---|
I will bring these forward in our next 1:1 so we can track progress.
When to use this template
Use this quarterly check-in template for:
- Regular manager-employee quarterly 1:1s
- Mid-cycle performance review conversations
- Goal reset conversations after priorities shift
- Lightweight career development check-ins
- Follow-up conversations after a major project or launch
Do not wait until formal review season to use it. Quarterly check-ins work best when they create a regular rhythm for feedback, support, and priority alignment.
How Windmill helps
Templates create structure, but managers still have to gather context. Windmill’s 1:1 meeting software prepares agendas from Slack input, prior action items, and recent work activity so quarterly check-ins start with the right context.
If your quarterly check-ins feed into formal reviews, Windmill’s AI performance review software carries those coaching themes forward into review drafts.