One-on-one is an essential part of performance management. The meeting between a manager and a direct report is a non-stop, pre-scheduled time to discuss work projects, solve problems, remove obstacles, and discuss professional goals and career development.
There is no one size fits all template to follow. But by using the framework outlined below, you’ll get the most out of your one-on-one meetings and host a custom meeting that meets the needs of your organization and your direct reports.
The most crucial part of using this one-on-one template is creating a space where employees feel comfortable discussing their job performance and any concerns or issues. Here is how to do it.
One-on-one template: how to run effective meetings
Establish a regular cadence
A regular cadence of meetings ensures that managers and direct reports stay connected and develop a good working relationship. The connection helps with employee engagement while allowing issues to be addressed on a routine basis rather than letting frustrations build up. Pre-scheduled one-on-one meetings also allow employees to mentally prepare and help busy leaders manage their time effectively.
How often you meet with your direct report depends on the experience of your team. For example, with newer or younger employees, hold one-on-one meetings once a week. For more experienced employees who need less support, you may want to switch from one to one to bi-monthly.
Some managers can dedicate a full day to their one-on-one meetings, while others may feel more comfortable and productive scheduling check-ins throughout the week. A key benefit of scheduling one-on-one meetings on the same day is that it’s easier for leaders to gather information from their team and free up the rest of the week for other work.
However you approach a one-on-one meeting cadence, make sure it’s the best time that matches your needs and those of your direct reports.
Make presentations and talks.
Engaging in polite conversation goes a long way to building rapport and trust with your direct reports. Deeper workplace connections help foster a culture of open communication and employee engagement, so making sure your employee feels comfortable speaking freely and without repercussions is essential.
A simple ‘How was your weekend?’ it opens the door to a natural conversation and helps employees relax and feel comfortable, setting the tone during the session. Then follow up with more open-ended questions that focus on allowing the direct report to share constructive feedback or issues.
Before we delve into the details of goals and priorities, we recommend celebrating a victory with your direct report. This could be anything from “I loved the thoughtful and engaging question you asked everyone at the company” to “You handled that account very professionally.” I understand it was a challenge, very well done.’
Discuss goals and top priorities
Well organized and effective companies use goal setting to achieve results. Goals have many frameworks, but two of the most common are KPIs and OKRs. Gallup claims that employees involved in goal setting with their manager are nearly 4 times more likely commit to their role.
So, check in with your direct report on how their work is going and what progress they’ve made toward their goals since you last spoke. Here are some pointers to help:
- How have things been since our last face to face?
- What excites you the most right now?
- What have you been caught up in lately?
- What do you feel has gone well this week?
- Are you facing any challenges since we last spoke?
- What are your priorities until we meet again?
To help keep all your information in one place, incorporate performance management software that comes with built-in custom management functionality to keep everyone on the same page.
One-on-one meetings are primarily for discussing job accomplishments and personal development, but employees may want to discuss interpersonal issues related to a project or department.
Remember that it is your job to listen, offer support, solve problems and not judge. If a conversation feels above your pay level, feel free to document the discussion and take it to your own manager or human resources department.
Share comments
Now that you’ve listened to your direct report and asked open-ended questions to get a sense of their perspective, it’s time to add your opinion. One-on-one is an ideal situation to share honest, actionable, and specific feedback based on your employee’s information. By understanding the situation, you can collaborate, identify causes, and find solutions.
One caveat: feedback can be hard to get right. Follow these simple steps to ensure you provide effective feedback that inspires and empowers your employees instead of disengaging and demotivating them.
- Be specific. “Your work is great!” is much less useful than “I thought the copy you wrote for the recent social media campaign was thought-provoking and engaging.”
- Offer guidance. Use your leadership skills to show your direct report a way forward. For example, “I noticed you missed the last two deadlines for your social media copy. I would like to work with you on time management to help you complete tasks in a timely manner.”
- To be professional. Depending on the feedback you deliver, an employee may become defensive. Alright. Stay professional and show empathy and support. Keep in mind that highly unexpected feedback should never occur: regular one-on-one meetings and committed management mitigate any surprises.
- Keep it private. Leaders should not gossip about employees. Keep your information to yourself.
- Allow tracking. Give your direct report the space to digest comments and ask follow-up questions.
Create action items
Action items set clear expectations and priorities while helping employees know exactly what to achieve and improve. By establishing action items, you are setting up your direct report for success. Additionally, action items help enhance a direct report’s professional development and give them something to work on before their next meeting.
There is no better coaching strategy than empowering direct reports with effective professional development. Use this one-on-one template as a guide for your own conversations, or download this template if you need more help.
