One to One Meetings Guide for Managers

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One-to-one meetings are an essential tool for any manager looking to build a strong and effective team. These meetings are a chance for managers to connect with their staff on a personal level, provide guidance and support, and help them achieve their goals. However, running successful catch-ups requires planning and preparation.


In this article, we’ll explore some tips and best practices for conducting effective meetings.


What are one to one meetings?

One-to-one meetings are a type of meeting where a manager or supervisor meets with an individual employee to discuss topics related to their work, performance management, and development. These meetings are typically private and confidential, and provide an opportunity for both the manager and the employee to discuss any issues, concerns, or successes.


During this type of catch-up, the manager and employee may discuss a wide range of topics, such as:


  • Progress toward goals or objectives
  • Challenges or obstacles the employee is facing
  • Feedback on performance and areas for improvement
  • Career development goals and opportunities
  • Training and development needs
  • Personal or professional issues that may be affecting work


One to one meetings can be conducted in person, over the phone, or virtually, and typically last between 30 minutes to an hour. They are an important tool for building strong relationships between managers and employees, promoting communication and collaboration, and supporting employee development and growth.


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

It’s important to establish a regular schedule with each of your team members. This can be weekly, every two weeks, or monthly depending on your team’s needs. Setting a regular schedule helps to ensure that everyone is prepared and focused during the meeting, and it also helps to build trust and communication between managers and their team members.


Whether you decide on weekly meetings or monthly catch-ups, consistency is the most important thing. We make sure to catch-up one-to-one once a week. This allows for regular check-ins and provides an opportunity for both parties to discuss any challenges or opportunities that arise.


If you’re unsure about the frequency of one to one meetings, you can start with a weekly meeting and adjust the frequency based on feedback from the employee and the needs of the team.


Create an agenda

Creating an agenda helps to structure the meeting and ensure that all relevant topics are covered. The agenda should be shared with the team member before the meeting so that they can come prepared with any updates, questions, or concerns they want to discuss.


Start with a personal check-in

Before diving into work-related topics, it’s important to start the meeting with a personal check-in. This helps to build rapport and trust between managers and their team members. You can ask how they are doing, what they did over the weekend, or if there’s anything new happening in their personal life that they’d like to share.


Discuss progress and goals

One of the primary goals of one to one meetings is to discuss progress and goals. Managers should provide feedback on the team member’s performance and progress towards their goals. They can also discuss any challenges the team member is facing and work together to come up with solutions.


Provide coaching and support

Managers should use this as an opportunity to provide coaching and support to their team members. This can include discussing career development opportunities, providing guidance on specific projects or tasks, or offering advice on how to improve performance.


Encourage feedback

One to one meetings should be a two-way conversation, so managers should encourage feedback from their team members. This can include asking for feedback on their own performance as a manager or asking for feedback on the team’s overall performance. Encouraging feedback helps to create a culture of openness and transparency within the team.


Follow up on action items

After the meeting, managers should follow up on any action items discussed during the meeting. This helps to ensure that progress is being made and that everyone is accountable for their tasks.


Contact Us

one to one meetings are an essential tool for managers looking to build strong and effective teams. By setting a regular schedule, creating an agenda, starting with a personal check-in, discussing progress and goals, providing coaching and support, encouraging feedback, and following up on action items, managers can conduct successful one-on-one meetings that help to build trust, communication, and collaboration within the team.


If you would let any support setting up one to one meetings in your business, our HR Consultants and HR Advisory team are more than happy to help you with this.

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