By

Catherine Ngo

Content writer, presenter and podcaster

Too often, leaders push back or reschedule one-on-one meetings because they don't know how to structure them, don't know how to have difficult conversations, or are just "too busy." It's easy to cut out meetings you feel aren't bringing value; however, when executed well, one-on-ones can significantly boost team productivity, morale, and engagement. 

One-on-one meetings are regularly scheduled, and there are relatively short conversations between managers and their direct reports. They provide opportunities to check in with employees professionally and personally and reinforce psychological safety.

During these catch-ups, managers gain insight into employees' progress. In turn, employees can pose questions, share challenges, and receive personalised support from their manager.

One-on-one meetings sound simple but require a delicate balance to be effective. They should avoid becoming rigid progress reports or brief summaries of completed tasks. On the other hand, they should not be so unstructured that they lack a clear purpose or follow-through.

Employees are three times more engaged

When executed effectively, these relatively short meetings serve as valuable opportunities to:

  • Build and Maintain Trust: Foster trust-based relationships with direct reports through open communication.
  • Employee Understanding: Gain a deeper understanding of employees' needs, aspirations, and challenges.
  • Proactive Problem-Solving: Identify and promptly address any issues or roadblocks hindering progress.
  • Support and Encouragement: Provide employees with the necessary support and encouragement to excel in their roles.
  • Recognition and Celebration: Acknowledge and celebrate employees' accomplishments and contributions.
  • Feedback and Improvements: Solicit employee feedback and make improvements to enhance the work environment.

Research from Gallup shows that employees who have regular meetings with their managers are almost three times more likely to be engaged than those who don't. This engagement is further enhanced when employees feel that their managers are genuinely invested in them as individuals.

The benefits of one-on-one meetings extend beyond engagement; they improve morale and reduce burnout. Employees who feel cared for are significantly less likely to report high levels of burnout. Despite their simplicity, one-on-one meetings profoundly impact building trust, fostering engagement, and promoting a positive work environment.

Resist the temptation to reschedule on busy days

The secret to a successful one-on-one meeting is consistency. They are typically scheduled weekly or biweekly. Before you dismiss one-on-one meetings as optional or quickly rescheduled, remember that they can be kept relatively short. With a well-organised and team-focused schedule created in advance, it's possible to effectively cover all talking points and necessary actions in approximately thirty minutes.

Research conducted by Harvard Business Review revealed that meeting once a week for about 30 minutes was the most sought-after option among employees at all levels. However, if you choose to hold meetings less frequently, such as every other week or even monthly, plan for at least an hour session.

What to discuss in one-on-one meetings

During one-on-one meetings with your employees, be prepared to navigate various topics, including but not limited to:

  • Career aspirations and growth
  • Challenges or concerns
  • Positive and constructive feedback
  • Celebrations and achievements
  • Workload management

Keep in mind that these conversations are relatively brief, so you might only cover some of these topics in some meetings. Still, they offer ample inspiration for initiating meaningful discussions. During one-on-one sessions, it's essential to prioritise your employees' needs and concerns. To facilitate this, you may wish to open the meeting with the question, "What would you like to cover today?"

To keep the conversation flowing positively and productively, consider incorporating a variety of one-on-one meeting questions. Here's a list of questions to solicit helpful feedback and encourage team members to be candid:

  • What are some wins or recent developments you'd like to share?
  • How are you finding the workload? Do you require any assistance?
  • What are some challenges you've faced recently? How can I support you? 
  • What have you learned recently?
  • What career goal(s) would you like to work toward next?

Four tips for holding effective One-on-One Meetings

1. Have a collaborative agenda: create a shared agenda where you and your direct report can contribute discussion topics throughout the week.

2. Keep them employee-led: Prioritise your employees' concerns. Prepare your questions and talking points, but let them initially steer the conversation.

3. Clear Action Items for Productivity: End each meeting with specific, actionable steps. Use a meeting agenda template to track and follow up on action items.

4. Consistent Scheduling: Avoid frequently rescheduling one-on-one meetings. Maintain these conversations as a recurring commitment to show your employees that you value their input.

Catherine Ngo

Content writer, presenter and podcaster

Catherine is passionate about unravelling the latest news and insights to help HR managers, business owners, and employers.