A guide for effective one-to-one meetings

Employee 1:1 meetings are an important element of the performance management process and can be used by managers and HR to ensure productive communication with employees.

In our guide for effective one-to-one meetings, not only do we explain how this tool for conversation can benefit your business, but also how to conduct them in a way that is most effective. Read on to learn more about how you can utilise one to one sessions with your employees for a boost in company culture, employee morale, and even performance!

What is a one-to-one meeting?

It’s as simple as the name suggests.

A one-to-one meeting is a private, face-to-face conversation held between two people. This is usually between an employee and their direct line manager.

Offering a great opportunity to gain oversight of the bigger picture. I.e. your employee’s performance, growth and goals.

The importance of one-on-one meetings

Not only do one-on-one meetings benefit you, the employer, they are great for improving your workplace culture and setting a precedent for staff members to feel comfortable and confident in sharing their thoughts and feelings.

From improving communication to increased productivity levels, these are just some of the benefits of prioritising 1:1s in your business:

• Better communication

• Greater employee productivity

• Improved rates of staff retention

• Greater trust between employees and managers

How to hold an effective one to one meeting

Make time to have a genuine and meaningful conversation.

Don’t just rush the 1:1 process or look at it as another tick-box activity. By taking the time to hold effective one to ones you will notice how meaningful conversations with your individual employees will benefit both you and them. While contributing to the growth and success of your business.

Topics of discussion

To hold the most effective meeting with your employee it’s important to have an agenda. Even if that’s as simple as listing some key topics to cover.

One to ones’ typically cover a range of topics. But talking points mostly include:

• Personal development: For example, a plan on how an employee may wish to progress within a company.

• Employee performance: This may include discussing a team member's recent performance. For example, what their strengths are and ways they could improve.

• Day to day work: For instance, a manager may run through a team member's responsibilities to ensure they have no issues performing them.

If you’re booking a 1:1 meeting into your calendar the following agenda is a good template to follow:

1. To kickstart the conversation begin by catching up. Making sure the employee is happy with their current workload and is handling everything okay.

2. Followed by some feedback or recognition for some work that they have recently completed or a milestone that they have achieved.

3. Finishing with setting short- or long-term goals with a deadline for the employee to go away with and complete ready for the next 1:1.

While 1:1s don’t have to be super formal conversations, they are incredibly useful to you as a manager. Providing greater understanding of your team’s thoughts and feelings, and an overview of how an employee is performing in their day-to-day role.

How often should you have one-to-one meetings?

Depending on the size of your team and your schedule, weekly or bi-weekly meetings is a good place to start.

For those managing a small team of up to 5 employees, weekly meetings is possible and gives each employee time between sessions to go away and work on what has been discussed.

Whether weekly or bi-weekly, you should plan your meetings into your team’s calendars ahead of time. Blocking out a convenient time that works for both you and them.

5 ways to improve your 1:1 meetings

Stop skipping meetings

Missing a meeting can't be helped from time to time. But regularly skipping meetings with your employee may make them feel like you don't value their feedback or time. Which is why you should ensure you don't miss one to ones.

If you do need to miss a one-to-one meeting with an employee, make sure you give them enough notice. And that you reschedule as soon as possible.

Don't talk over your direct report

It's important you let your employee lead the one-to-one meeting. If you act uninterested in your meeting - or talk over your direct reports - it may result in them withdrawing. Which can then lead to low employee engagement and trust.

Ensure you actively listen to what they have to say. And make a note of which actions are high priority.

Ensure feedback is constructive

You should provide your direct reports with constructive, useful feedback. This means providing them with examples of how they can improve their performance - whilst highlighting the strengths they already have.

It is important feedback doesn't become personal or directly attack your employee. And that it doesn't mention the names of other colleagues. Otherwise, they may feel victimised and lose trust in you as an employer.

Check in on their wellbeing

While one to ones are a chance to review workload and performance, they also provide a private moment to check in with individuals. There’s no harm in asking your employees “how are you?”. Creating a happier workplace that looks to boost employee wellbeing.

Keep notes on your conversations

Having weekly or bi-weekly meetings is pointless if you don’t review what has been set or spoken about in previous meetings. One to ones should flow, so keeping notes of what you have spoken about not only makes it easier for you to pick up where you left off but also demonstrates your dedication to your employee’s individual performance.

With BrightHR’s performance management software you can store and track records of your one to one meetings in an easy to access digital database. Removing the need for pesky paperwork!

Enhance performance management processes with HR software

With performance management software in your HR toolbelt you can enhance the efficiency of your one to one meetings.

Using a digital HR solution to oversee and manage the one-to-one process, recording and storing notes, setting goals for your employees, and tracking performance metrics. All in one simple and easy to use system.

To see BrightHR in action, book a free demo today with one of our team members.