How to hold an effective 1 to 1 meeting with your direct report

Successful Managers and Supervisors prioritise people management. They recognise they have a direct impact on how their employees feel about the company,  their job and the quality of the work they produce. 

People management comprises many aspects, but communication, feedback and relationship building are hopefully on the top of your list.

Are you setting regular time aside in your schedule, no matter how busy you are, to meet up with your direct reports for 1 to 1 meetings?

If not, now is a great time to start. As long as the meeting is happening and is focused, respective and productive, I don’t believe there is a set way to run the meeting or a “do’s & don’ts” list of what you should or should not talk about. 

​Having said that, here are some pointers for you to consider on how to make the most of your 1:1 meeting.

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What is a 1 to 1 meeting?
A 1 to 1 meeting is a meeting between two people, most commonly between a manager and their direct report. They are regular meetings and are also known as one-on-ones, one-to-ones, catch ups, check ins, coffee chats etc.

What is the purpose of a 1 to 1 meeting?
It is a form of two-way communication between a manager or supervisor and their direct report. It is an opportunity to discuss a range of things that could include:

• Checking in on how the person is feeling, their morale and personal well being.
• The business or individual focus areas for that period.
• Feedback from manager to employee and vice versa.
• Progress or status update on current tasks and projects.
• Discussion or problem solving of any issues, challenges or obstacles.
• Coaching, mentoring and discussion of development needs.

​What are the benefits of effective 1 to 1 meetings?
Having regular 1 to 1 meetings is an excellent way to build relationships and create a common understanding of expectations.
Manager benefits

• Deeper understanding of employee’s motivations, wants and needs
• Builds strong relationships
• Effective way to keep track of employee progress
• Opportunity to establish and action development needs
• Give and receive feedback

Employee benefits

• Opportunity to be heard/have a voice
• Feels valued – manager sets time aside for him/her
• Opportunity to give and receive feedback
• Time set aside to discuss any issues

Organisation benefits

• Enhanced manager/employee relationships
• Increased employee engagement which leads to increased retention
• Managers and employees work together to achieve organisational objectives

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How often should 1 to 1 meetings be held?
The frequency of 1 to 1 meetings could depend on how closely (physical proximity) you work together, how often you are in contact, the nature of work and the organisation. I would recommend that the frequency of 1 to 1 meetings range anywhere between once per week to once per month.

Where should the 1 to 1 meeting take place?
Any place that is practical and where you and your employee feel comfortable.

I always prefer face-to-face meetings, however, this is not always possible when people don’t work in the same physical workplace. This is especially true whilst we are experiencing the COVID 19 pandemic, with people working from home, physical distancing measures in place and restricted travel.

Phone calls and video calls can be just as effective - having the conversation is more important than the medium.

Some examples of venues for face-to-face meetings could include a coffee shop, meeting room, office or an outdoor walking meeting. Think about your seating arrangements – I always prefer a round table or sitting at the corner of the table or side-by-side rather than an “across the desk” type arrangement.

What behaviours contribute to an effective 1 to 1 meeting?
Consider these pointers to enhance the effectiveness of your 1 to 1 meeting:

• Schedule the meeting beforehand and stick to it.
• The level of formality or informality of the meeting should suit your management style, the needs of your employee and the culture of your organisation. This includes venue, conversation style, note taking etc.
• Agree on the purpose and agenda of your 1 to 1 meeting – the purpose and agenda could be the same each time you meet, or it could be flexible.
• You and your employee should be clear on the purpose so that you go in with the same expectations.
• Both you and your employee should come prepared for the meeting.
• Aim to do lots of listening…. let your employee do lots of the talking.
• Use effective verbal and non-verbal communication skills.
• Don’t try to cover too much in one meeting. If there is too much too cover, consider scheduling more frequent meetings.
• Keep on track and on time.
• Build in some time for “small talk”.
• At the end of the meeting agree on next steps and action items.
• Thank your employee for their ideas and contribution.
• End the meeting on a positive note. 

​Regular and effective 1 to 1 meetings are valuable tool to help you achieve your people management and business objectives.