How to have powerful Quarterly Conversations

In this edition of the Strong in Six? Newsletter, I want to help you create a better relationship with each of your direct reports by using an EOS Toolbox? tool we call the 5-5-5? or Quarterly Conversations.

If you are like most managers, you long to build a culture where everyone is productive and happy. Where your people love coming to work every day, they love their teammates, and they love your customers. Wouldn’t it be awesome if we could create an entire company where this is true? I’ve seen it happen repeatedly when managers learn one simple skill called Quarterly Conversations.

In a recent conversation with a Certified EOS Implementer?, Matt Foss did a beautiful job describing what a Quarterly Conversation looks like. For clarity, the 5-5-5 is a simple way to remember the Roles, Rocks, and Core Values each of your people is responsible for.

The 5-5-5 creates the context for a great conversation with your direct report. Your people and you must be clear on the five roles they are accountable for in their function. If any of your people are unclear on what they are responsible for in their job, it’s a recipe for disaster. The Accountability Chart is the tool we use to ensure each of your people is clear in their roles.

The second “5” in the 5-5-5 is Rocks. This is you ensuring your people have 90-day priorities they are working on with total focus. What do you expect them to focus on and get done in the quarter?

The last “5” is Core Values. These are the guiding principles for your organization. Each of your people must share your Core Values. If they don’t or aren’t clear on what they are, you will never build a culture with intent. We suggest using The People Analyzer to assess your people based on your Core Values.

Once you have the context of the 5-5-5, it’s time to have a Quarterly Conversation with your people.

The first step is that it’s quarterly. Set up a time to meet with each of your direct reports every 90 days. Please put it on the calendar and never miss it.

You can have 1:1’s whenever necessary, but those usually don’t revolve around the 5-5-5.

The Quarterly Conversation should not be a formal documented conversation. You can take notes, but this doesn’t go into an employee file. It’s not time to discuss raises, disciplinary actions, or anything. It’s a trust-based, relationship-building conversation.

I must be clear that if you don’t genuinely care about your people, you won’t be able to have a great Quarterly Conversation or be a great manager. You must care about them as humans. If you don’t, please stop being a manager. Your people deserve better, and so do you. As we say here at EOS Worldwide , you must “put the love in it.”

We recommend that you have these conversations outside of the office. Don’t put a desk between you and your direct report. Go out for lunch or dinner, or even better, go for a walk in nature if you can.

If you are a remote company like us, video is better than just the phone. If you must be digital, ensure all your notifications are off and eliminate all distractions. Be completely present and give your full attention to the conversation.

Then you start the conversation. Begin with complimenting what’s going well with the 5-5-5 as the context. Have an open and honest discussion on what could use improvement. Let your direct report talk about what’s working and not working for them. Remember, it’s a two-way conversation. It’s not you talking at them or them talking at you. Back and forth, a two-way street.

You don’t need to write anything down or take notes during your conversation. Save administrative stuff for another meeting.

So, that’s it! If you do this with each of your direct reports once per quarter, you’ll build a relationship that grows over time and where things keep improving. If all your managers in your business do this, you’ll create an enduring culture that wins in any economy and environment.

If you need any further help building a culture that wins, you can pre-order our upcoming book People: Dare to Build an Intentional Culture or contact us at www.eosworldwide.com.