Wondering what structure to use for more effective one-on-one meetings with your team members? Try to use this template as the basis to build the agenda that works best for your team.
Having regular 1-on-1 meetings is important because by having regular performance review, it can help to identify issues, challenges and areas that the manager and employee can improve on in a timely manner. It also provides opportunities for the managers to show how the teammate’s contribution is valued by the team and build a culture of appreciation.
By listening to team members’ feedback openly, it also helps to strengthen relationships and build rapport and trust between managers and their team members. This in turns, helps improve performance and development for the whole team.
Having an agenda helps to remind you of the important points that you should not miss in the 1-on-1 meeting, but the conversations should be kept flexible enough to accommodate the topics that are top of mind for both of you.
The one on one meeting doesn’t have to be held at the office all the time. Sometimes having the meetings outside of the formal office settings can help your team member feel more comfortable discussing certain topics. Consider going for a coffee chat or a breakfast meeting.
The key thing for managers during the 1-on-1 meeting is that the meeting should be interactive, and instead of the manager doing most of the talking, the manager should take the time to let the team member share his/her thoughts and concerns. And the meeting is not just about the manager giving feedback to the team member, the team member should give feedback to the manager on his/her management style and how he/she can be a better manager as well. Listen to the feedback with an open mind and show the employee that you are open to upwards feedback.
As a manager, it’s natural for you to want to tackle the challenges and remove roadblocks that are impeding the progress of your team. But instead of devoting all of the time to talk about negative issues, try to show appreciation about what went well as well. Don’t forget having good team morale is a key to team productivity.
When discussing areas for improvement, always provide concrete examples so that the conversation stays objective but not personal. To help ease the negativity, when discussing the issue, try to focus on finding a solution instead of focusing what went wrong. Set clear action items and goals (best with measurable metrics) so the employee can understand your expectations clearly and as a manager, you should also try your best to provide support and guidance to help the team member.