Introduction
One-on-ones with your direct reports are a great way to keep your team members on track, but it’s easy for these meetings to fall by the wayside in busy seasons. Yet 1-on-1 meetings are critical for employee engagement and retention. They’ll help you truly get the most out of your employees and lead them to thrive in your workplace. In this blog post, we’ll give you the tips and tactics you need to make sure your one-on-one meetings are effective—and help you get the most out of them.
What to do before you meet with your direct reports
- Before your one-on-one, take some time to think about what you want to accomplish and what topics you want to discuss.
- Be prepared to ask clarifying questions when they talk. Ask them questions that allow them to share more details or insight into their perspective.
- Be prepared to listen well and avoid interrupting them while they are talking; be aware of your body language as well as theirs in order not to come across as judgmental or insensitive (if you feel like this has happened, apologize after the meeting).
- Prepare a list of topics you’d like for them lead with (i.e., “I thought we could talk about my progress on [project], but it seems like there was something else on your mind?”). You may also want some backup topics in case yours don’t stick out enough or aren’t relevant anymore (i.e., “What do you think about how I’ve been handling [topic]?”).
- Remind yourself that this is about them. If you have other topics that you really need to cover with them, you can set up a separate meeting to sync on those issues. It is best practice to devote the 1-on-1 meeting to them.
How to run a good 1-on-1 meetings
Now that we’ve established how important 1-on-1s are, let’s talk about how to make the most of them.
First, be on time! This is key for setting a positive tone for the rest of your meeting. If you’re running late, send an email informing them that you’re running behind and apologize so they don’t think you forgot about them entirely. Then follow up with an update when you arrive at their desk or office so they know something is happening.
Next, make sure they’re comfortable sitting at their desk or in your office with some privacy (if possible). You want them to feel like this is somewhere they can open up and say whatever’s on their mind without feeling judged or embarrassed by anyone who might walk by—and it’ll make them more likely to talk freely if they don’t feel like people are listening in on every word they say!
Finally: Ask questions! Open-ended ones specifically—those where there isn’t one right answer—because this will encourage conversation rather than just giving answers off the top of your head without really knowing what their thoughts are first hand . For example instead asking “How did everything go?” try something like “What made today productive for us both?” Or when talking about projects instead saying “What went well today?” try asking “What did we learn from each other today?”. This way we both get valuable insight into our own work styles as well as each other’s strengths/weaknesses within our team dynamic which helps everyone grow together rather than apart.”
What should happen after a 1-on-1 meeting?
It’s also important to follow up on the actions you agreed on. Make sure you check in with your direct reports within a week of the meeting to see how they are progressing with their tasks. The best way to do this is through email (so it won’t slip through the cracks), or if you don’t have time for that, leave a voicemail message and ask them to call or text you back with an update.
If your next 1-on-1 is more than 2 weeks out, then consider scheduling another one sooner so that there’s less chance of getting sidetracked by busy work or other priorities.
In the unfortunate case where you’re giving critical feedback or corrective action, you need to make doubly sure that you provide a follow-up written communication. If the issue ever crops up again, you’ll want to make sure you have proof of previous conversations in writing.
Other tips and tactics for great 1-on-1 meetings
Here are some other tips and tactics to keep in mind:
- Ask open-ended questions. This will help you get a better sense of what your direct report thinks, feels, and experiences. It also gives them a chance to speak freely and openly—which is critical if they’re going to feel comfortable giving honest feedback in return.
- Set an agenda. Coming prepared to your 1-on-1s with an agenda of topics to discuss helps your direct report feel more focused, therefore better engaging them.
- Encourage feedback. Ask your direct report directly for feedback on your performance and management style. This will help you become a better leader and make them feel more empowered and involved in the conversation.
- Give feedback. The 1-on-1 is your opportunity to provide honest and constructive feedback to your direct report. This helps create a more open relationship and allows them to have more growth opportunities.
- Focus on progress. Make sure to focus on progress and not just problems. Ask your direct report how they are doing on goals, what they’re doing well, what they need help with, and how they plan to move forward.
- Involve your direct report in planning. Get their feedback on what needs to be done and how to move forward. This involves your direct report in the decision-making process, gives them ownership of their work, and shows them that you respect their insights.
- Be positive. Be sure to be positive in your 1-on-1s. Positive reinforcement will help foster a better open relationship between you and your direct report, encourage productive conversations, and make the whole process enjoyable for both of you.
- Be empathetic. Try to understand where your direct report is coming from when providing feedback or making suggestions as part of an 1-on-1 meeting. Remember that just because they may not agree with something you’ve suggested doesn’t mean they’re wrong or bad at their job! They might simply have different priorities than you do at this point in their career or life stage; or perhaps there’s something else going on behind the scenes that makes them react the way they do (for example: maybe there was an issue at home). Whatever it is, try not take things personally; instead focus on understanding why someone might think/feel/suffer differently than yourself so you can build rapport over time through empathy rather than criticism alone!
Conclusion
If you’re looking for a new way to improve your management style, one-on-one meetings are a great place to start. They can help you stay connected with your employees and give them the recognition they deserve—and you’ll probably be surprised how much more effective these meetings will make you as an employer!