Why 1-to-1 meetings matter
The first and most crucial step towards running an impactful 1-to-1 is to simply hold the meeting. All too often we end up rescheduling, delaying or cancelling 1-to-1s because something else is prioritised.
As with much of management it’s not complex but having the discipline to stick to the plan can be difficult when you’re juggling multiple changing demands.
Consistently holding 1-to-1s and following the same format tells your direct reports that their performance is a priority, it allows them to prepare properly and it should help ensure your direct reports understand if their performance needs to improve.
The Dos and Don'ts of Running Effective 1-to-1 Meetings with Your Team
- Give your direct reports notice about the 1-to-1 meeting and ask them how to prepare
- Be fully present during the meeting. Close your laptop, email and messaging apps. Actively listen to your direct reports while they’re speaking.
- Thank your direct report for what they’ve done well.
- Take time to check in on their overall wellbeing. Ask them how they’re finding work and how it’s been going since you last met.
- Give them direct and clear feedback. This is your responsibility. If they’re underperforming and you don’t give them early feedback then they’ll resent you. If they’re performing well you may slow their progress if you don’t give them feedback.
- Give feedback which focuses on the positive actions they can take rather than any mistakes they’ve made. “If you do X it will have Y positive benefit for the company, for you and your team.”
- Hold them accountable, ask them about the work they’d committed to get done for this meeting. Ask them about what they’ll get done for the next meeting. Once we know we’ll be held accountable at a set meeting, in a set format it is incredibly helpful for helping us get work done. Ask for their 3 priorities for the week that they’re committed to getting done.
- Ask about their relationships with the team - if they’re complaining about someone else on the team, insist they communicate with the person and give them feedback so it doesn’t all come via you.
Running a 1-to-1 meeting
Before your meeting
As a manager:
- Think through and write down what your direct report has done well and anything positive feedback that you’ve heard from others
- Look through their OKRs/targets/goals and identify any key issues or challenges that need to be addressed
- Prep written feedback for your direct report in your performance management tool
- Check off past actions that were assigned to you. Read through your direct reports past actions and prep any questions/comments
As a direct report:
- Outline what you’ve done well
- Identify any key issues or challenges that need to be addressed
- Outline actions for each goal/target/OKR where needed
- Prep any feedback for your manager in your performance management tool
During the meeting:
- Celebrate what has gone well
- Address any issues or problems
- Cover what you are both accountable for
- Discuss any actions that haven’t been done
- Discuss and overcome blockers
- Discuss any new actions
- Share feedback you have for each other
After your 1-to-1:
- Ask your direct report to document all action items with due dates to their action tracker
- Add any actions you’re responsible for
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