One-on-one (1:1) meetings are more than just a check-in on your employee's progress with their to-do list; they're a powerful tool for fostering communication, building trust, and guiding professional development. However, many managers struggle to find the time or know how to make these meetings impactful. Here’s how managers can transform their 1:1s into engaging, productive conversations that benefit both the employee and the organization.
1. Prepare Ahead of Time
Set an Agenda: While it’s essential to keep these meetings flexible for open discussion, setting an ongoing, known, loose agenda helps focus the conversation and ensures both parties know what topics will be covered.
Review Previous Notes: Revisit notes from past 1:1s before your meetings to follow up on any ongoing topics or action items. This shows employees how much you pay attention, value their progress, and reinforces accountability.
Gather Feedback: Check with colleagues or review recent projects to understand the employee’s recent achievements and challenges.
Bi-annual or annual performance reviews are often too little, too late.
2. Create a Comfortable Environment
Be Approachable: A good 1:1 is not just about performance but also about openness. Employees should feel comfortable sharing their honest feedback, including frustrations or ideas.
Choose a Private, Quiet Space: This reduces distractions and ensures the employee feels they have your full attention, whether the meeting is in person or virtual.
Be Mindful of Power Dynamics: Acknowledge that some employees may feel intimidated or overly formal around their manager. Use a conversational tone and start with small talk and/or general questions* to set them at ease.
3. Balance Work Discussion and Professional Growth
Discuss Current Projects: Start with an update on ongoing tasks, allowing employees to share what’s going well and where they may need support.
Career Development Goals: Occasionally, use 1:1s as an opportunity to revisit career goals and identify development opportunities.
Ask Open-Ended Questions: Open-ended questions* encourage employees to discuss both successes and challenges freely.
Eighty-seven percent of millennials value growth and employee development in a job and 1-on-1 meetings are the perfect time to discuss personal and professional growth.
4. Focus on Constructive Feedback and Recognition
Provide Timely Feedback: 1:1s are ideal for delivering constructive feedback on recent performance. Be specific, focusing on behaviors and outcomes rather than personality.
Recognize Achievements: Highlighting achievements is just as important as addressing challenges. Acknowledging hard work and accomplishments keeps morale high and reinforces positive behaviors.
Encourage Self-Assessment: Ask employees for their perspective on their performance. This encourages self-awareness and often leads to a more collaborative approach to feedback.
A study of 38,000 employees found that people with partner-like superiors, as opposed to traditional bosses, are likely to report much greater life satisfaction.
5. Follow Up and Document Key Takeaways
Summarize Action Items: Before wrapping up, outline any agreed-upon action items, goals, or changes in priority. Clear next steps prevent misunderstandings and provide a foundation for the next 1:1.
Keep Records: Maintaining notes from each meeting can help you track an employee’s progress over time, making it easier to recognize patterns, both positive and negative.
Revisit Past Conversations: Reviewing goals and outcomes from previous meetings fosters accountability and demonstrates that you value and are invested in the employee’s progress.
6. Ask for Feedback on the 1:1s
Improve the Process: Periodically, ask employees for feedback on the 1:1s themselves to help lead to a better meeting structure.
Adapt to Individual Styles: Some employees may want more structure, while others prefer open-ended discussions. Tailoring each 1:1 to the needs of the employee makes it a more valuable experience.
Effective 1:1s are about balance: between structure and flexibility, feedback and encouragement, work discussions, and professional growth. By prioritizing regular, thoughtful 1:1s, small business managers can build stronger connections with their team members, improve job satisfaction, and foster a positive work environment.