Boosting Workplace Communication with Skip-Level Meetings: A Definitive Guide

Like a game of Chinese whispers – crucial messages can become skewed as they pass between ranks at the workplace. Unlike a game of Chinese whispers, this isn't fun. 

This distortion can be frustrating for decision-makers and regular employees: higher management cannot convey the bigger picture, and the employees feel their immediate needs are ignored at work. 

Employees that feel heard are 4.6 times more productive at work. 

Skip level meetings can get you started on clear, two-way communication without worrying about what the "middle-man" thinks. Get started on acing these meetings with this guide. 

In this definitive guide to skip level meetings, we'll:

• Explain what skip-level meetings are and why they are important. This understanding will be your first step towards addressing the problem at hand—bridging the communication gap within your organization.
• List the practical steps of introducing skip-level meetings into your organization.
• Tell you how to prep your employees for open dialogue.

👀 Disclaimer: Enhancing workplace communication is not just about talking more. It's about talking better. So we'll help you do just that. 

🤝 What is a skip-level meeting?

A skip-level meeting is a discussion between a senior manager or executive and employees one or more levels below in the organizational hierarchy, bypassing their immediate manager or supervisor.

The purpose of skip level meetings

These meetings aim to: 

• Gain unfiltered, first-hand insights from employees. 
• Enhance communication. 
• Foster a better understanding of the team's morale, challenges, and overall job satisfaction.

Consider this scenario: Emma, a meticulous quality assurance analyst at a fast-paced software firm, notices an inefficiency in product testing. Her observations reveal a recurring bug that, if addressed, could streamline the entire process, saving time and company resources. 

However, her suggestions get lost in the shuffle of daily operations, team meetings, and report submissions to her immediate supervisor.

One day, she receives an invitation to a skip-level meeting with the company's CTO—a direct dialogue, bypassing her immediate management. 

She addresses the CTO, sharing her insights and providing a detailed solution, an opportunity she wouldn't have gotten in regular meetings. The CTO immediately orders a review of the testing process.

The value of a skip-level meeting lies herein— individuals deep within the organizational structure get to share on-the-ground insights with those at the helm.

🏆 Why are skip-level meetings important in an organization? 5 Key benefits

Remember Emma from our previous example? After her skip-level meeting, she felt more valued, her ideas started being implemented, and she gained a clearer understanding of the company's vision. 

Let's break down the key benefits of these changes.

Facilitate direct communication

In regular skip-level meetings, leaders and non-managerial employees get to understand each other's perspectives without any middle-layer dilution. It fosters an unfiltered, two-way dialogue that brings everyone on the same page.

But why should you care about direct communication? 

As a senior employee, chances are you're overestimating the amount of direct contact you have with employees a few rungs below. This means: you're overestimating the trust you have established with the same group of people. 

Identify issues

A key benefit of skip-level meetings is their ability to uncover hidden issues that might go unnoticed. 

Emma's insightful ideas may have remained unheard without this direct channel. She may have eventually left in frustration, feeling disrespected (like 57% of all people that left a job in the last year). Her company would have lost a great employee and still managed to keep on their system bug.

Leaders can tap into the grassroots level knowledge and identify bottlenecks when talking to people closer to the actual work. 

Gain deeper insights

Leaders gain a deeper understanding of employees' daily challenges, and employees get to see the big picture guiding the organization's decisions. This shared understanding drives better problem-solving and decision-making and fosters a culture of learning.

Harsha Annadurai, former Content Marketing Head at Slintel and Mesh.ai, says skip-level meetings help employees beyond understanding the company missions or having someone to take their concerns to. He says:

"Skip-level meetings are great because they allow employees to look at the problems they're solving in a strategic light. Conversations with leaders help them contextualize the project and calibrate its direction better."

Facilitate feedback culture 

Skip-level meetings serve as an excellent platform for giving and receiving feedback.

Leaders can provide direct guidance, and employees can voice their concerns or suggestions about existing systems– and to 75% of them, this is a game-changer.

Build relationships 

At their core, skip-level meetings humanize the leadership, making them more approachable. They also make employees feel heard and appreciated. 

The result? A foundation of trust that leads to increased morale, engagement, and loyalty in the organization.

🤝 Want more help building meaningful connections in the workplace? Explore our connection programs to see how you can kickstart this journey.

🆚 Standard manager 1:1s vs. skip-level meetings: Key differences

While standard manager 1:1s and skip-level meetings are valuable tools in an organization's communication arsenal, they have distinct objectives and structures. Understanding these differences is key to utilizing them effectively.

Standard manager 1:1s

What they are

These are recurring meetings between a manager and their direct report. The focus here is usually on immediate tasks, project updates, and personal development.

Short-term focus

Typically, these discussions are centered around the tasks at hand, upcoming deadlines, and addressing any immediate concerns or blockers the employee might face.

Direct feedback

Employees receive feedback directly from their senior managers, which can guide their performance improvement and career growth.

Personal development

These meetings often allow managers to coach their direct reports, aiding their skill development and career progression.

Skip-level meetings

What they are

In contrast, skip-level meetings involve a higher-level leader and non-managerial employees. They offer an opportunity for both parties to gain broader organizational insights.

Long-term strategic focus

These meetings usually focus on broader company strategies, long-term professional goals, and big-picture discussions. They help employees understand how their work contributes to the overall company vision.

Unfiltered communication

Skip-level meetings provide a platform for non-managerial staff to directly share their ideas, insights, or concerns with leadership, bypassing any potential middle-management filters.

Ashok Ramcharand, CEO and President of Schindler India, witnessed the magic of this first-hand. He says on Linkedin:‍

"When I was working overseas, I had a very strong-headed person as one of my direct reportees. He never liked to be told what to do and wanted no questions asked.

I picked this up about him and ensured that I never forced my ideas into his head. What I did instead was set up regular meetings with him where I would just go through the monthly results, and wherever there were gaps, I simply asked him to share his plan. This worked well, and he was super happy. 

I started doing skip-level meetings. To my surprise, almost everyone from his team complained that he micromanaged and was making their lives hell.

Isn't it strange that people who tell others what to do, don't like it when they're treated the same way?"

Building trust 

Skip-level meetings can establish rapport between leadership and frontline employees, making leadership more approachable and employees feel more valued.

While both types of meetings hold significant value, their use depends on the specific objectives you want to achieve. 

Incorporate a mix of standard manager 1:1s and skip-level meetings for a well-rounded approach to communication and feedback within your organization.

💬 How do you introduce skip-level meetings to your company? (+ Sample email)

Introducing any new practice to your organization requires transparency and a solid communication plan. You want employees to see skip-level meetings as an opportunity, not a threat.

Here's how you can do it.

Set clear objectives

Before rolling out the concept, define why you're introducing skip-level meetings. 

Be clear on the objectives, whether it's to foster a feedback culture or better understand employee challenges.

Communicate transparently

Hold an all-hands meeting or send a company-wide email explaining what skip-level meetings are, their purpose, and what they are not (i.e., they are not performance evaluations or a sign of trouble). 

💡 Tip: Reiterate that these meetings are a safe space for open dialogue.

Alleviate concerns

Assure employees that these meetings are not meant to undermine managers or lead to punitive measures. They are about fostering direct communication and improving the company. 

💡 Tip: Encourage your people to voice their thoughts, ideas, and challenges during these sessions.

Role of managers

Involve managers in the process and explain their roles. Make it clear that they are not being bypassed or scrutinized, but this process ensures all voices in the company are heard and understood.

Here's a sample email you can customize:

Subject: Introducing Skip-Level Meetings: Strengthening Our Communication Channels

Dear team,

We hope this email finds you well. We're writing to share an exciting new initiative we're rolling out—skip-level meetings. Here's a basic rundown of what this is. 

→ What are skip level meetings? These are meetings where senior leaders will connect directly with you. The goal is to create an open, transparent dialogue to help us understand each other and improve our company.

→ What is the purpose of a skip level meeting? As we grow, we want to ensure we communicate effectively at all levels and that your take is heard and valued. These meetings will allow you to share your experiences, ideas, and challenges directly with leadership.

→ Is this a performance review? Absolutely not. Skip-level meetings are not about performance evaluations or hierarchical oversight. 

In the coming weeks, we will share more details about how we will conduct these meetings. Meanwhile, feel free to reach out if you have any questions.

Best,

[Your Name]

[Your Position]

💡Tip: You'll set expectations straight by clarifying right away what skip-level meetings are. 

📧 Skip level meeting invite template

Subject: Skip-level meeting with [Senior leader's name]

Hello [Employee's name],

I hope you're doing well. I've been keen on connecting directly with team members from different levels, and I thought it'd be valuable for both of us to have a chat.

It's an opportunity for me to listen, learn from your experiences, and see where we can make [Company name] even better.

Details:

• Date: [Specify date]
• Time: [Specify time]
• Venue: [Specify location or add video conference link]

Skip level meeting agenda:

1. Share your experiences and thoughts.
2. Share ideas or areas you think we can improve.
3. Address any questions or concerns you might have.
4. Have a general chat about your journey here.

How should an employee prepare for a skip-level meeting : While there's no strict preparation needed, it might be helpful to think about any feedback or topics you'd like to discuss.

Rest assured, our conversation is a platform for open dialogue and all discussions will remain confidential.

If you can't make the proposed time, no worries. Please let [Organizer's name] know, and we'll reschedule.

Looking forward to our conversation!

Best,

[Senior leader's name]
[Position]

💡 6 Best practices for conducting a skip-level meeting

Skip-level meetings are a fantastic tool for enhancing organizational communication. Still, like any tool, they work best when used strategically. 

Here are some best practices to ensure you make the most out of your skip-level meetings.

Ensure confidentiality

Make it clear that the information shared during these meetings will remain confidential and won't be used against anyone in any way. You need to make it obvious that their direct managers or reports are not a part of this conversation, not in a traceable manner, anyway. 

Set clear expectations

Outline the purpose of the meeting upfront so your employees understand that this is an opportunity for constructive conversation, not a performance review or a complaint session.

Share the meeting agenda in advance

This allows participants to prepare and gather their thoughts, making the meeting more productive. You could also invite them to add their own items to the agenda, effectively allowing you to prepare for what they will bring up. 

💪 Need help crafting an effective agenda? Check out this handy skip-level meeting template.

Prepare questions in advance

To facilitate meaningful conversation, prepare thoughtful questions that encourage open-ended responses. 

🚀 Get a headstart with this skip-level meeting questions guide.

Be receptive to feedback

A skip-level meeting may get uncomfortable. Your employees will bring up what they can't or did not have the opportunity to bring up with direct management. 

Listen actively, accept feedback– and actually do something about it. Remember, the goal here is improving, not defensiveness or justification.

Maintain regular follow-ups

Make sure the conversation doesn't end with the meeting. 

Follow up on the points discussed, actions decided, and keep the dialogue open. This can demonstrate your commitment to the process and encourage ongoing communication. It also keeps your line of communication with the concerned employee open, so you can gain important feedback in the future. 

Conducting successful skip-level meetings is a mix of:

• preparation;
• openness;
• follow-through.

Skip-level meetings are one of the many powerful types of internal communication strategies that you should consider for your organization. But every organization is unique, so feel free to adapt these practices to suit your needs.

👀 Looking for more guidance on 1:1 meetings? Check out our various 1:1 meeting templates that can help streamline your interactions.

➡️ Conduct productive and motivating meetings with Zavvy

Are you running a big company, managing a complex and large team, or just being overwhelmed with to-dos? 

Use the right tools to save yourself the tedious monotony of scheduling and following up on multiple meetings. 

We offer a dedicated one-on-one meeting platform to streamline skip-level meetings while ensuring they are as effective as possible. 

Here are some key features adapted for your skip-level meetings:

• ❓ Prep questions: Want to gauge what your employees are going through before you get on a call with them? Pulse questions help you do exactly that– they ask your employees what they're up to and gauge their mental state in the weeks before your meeting. 
• 📝 Shared skip-level meeting agenda and notes: Prepare your employees for what's coming up. Share meeting agendas in advance, invite them to add to them, and take notes in real-time, ensuring everyone is on the same page. 
• ✅ Action items and follow-ups: Track and manage action items within the meeting interface. This way, you can ensure that insights gained and commitments made during the meeting translate into tangible action that you don't have to dig through paperwork to keep track of. 
• 🔁 Feedback loop: Your team can share their thoughts and concerns during the meeting, fostering open communication. You can create a custom meeting series that runs for as long as you want, asking the right questions and automatically scheduling follow-ups. 

Enhance communication, encourage feedback, and drive continuous organizational improvement with our employee enablement platform.

📅 Book a free demo today to see Zavvy in action.