Face-to-face meetings are a great way to connect with your employees, build loyalty, and ensure everyone is on the same page. With that said, it’s all too easy for a meeting to turn unproductive.
Chances are, you’ve attended your fair share of ineffective meetings. Thankfully, there are things you can do to ensure these meetings are beneficial for everyone. From creating an agenda to asking thoughtful questions, here are some tips to get the most out of meetings with your direct reports.
1. Decide on a Time
The last thing you want is for a one-on-one meeting to feel rushed. To avoid that, make sure you pick a time that works best for you and your employee. You should also decide on a cadence, which can vary. If your employee just started, you might want to check in a couple of times a week. In contrast, you may only need to meet once every other week with seasoned employees.
Once you determine the right cadence and time, add the recurring meeting to both of your calendars with any details. For example, if the meeting is virtual, include a link to the video calling app you plan to use. If the meeting is in-person, include the meeting room. The more information you provide upfront, the smoother it will go on the day of.
2. Create an Agenda
An agenda helps structure your one-on-one meeting to ensure you hit all your talking points. To create one, first, identify the goal of the meeting. Do you have information to share? Are you looking for feedback? Whatever your goal is, build a template with specific sections relating to that goal.
For example, maybe the goal of your meeting is to improve your employee’s performance. Your agenda might include a section to provide feedback on their work and then another for them to ask questions. Consider including action items as well, listing ways they can improve. Having everything written down will help you stay on task. Share this agenda with your employee so they know what to expect and are prepared for the meeting.
3. Do Less Talking
One-on-one meetings are meant to provide your employees the chance to ask questions and share feedback. They can’t do that if you spend most of the time talking. While you might have to talk more in one meeting than another, do your best to let your employees lead.
Having a meeting agenda can help you rein in your talking. Even so, you might find some employees are shy and not as communicative. If that’s the case, be prepared to ask questions that move the conversation along. You should also consider starting each meeting with an icebreaker to help your employees loosen up.
4. Take Meeting Notes
A common mistake supervisors make during one-on-ones is forgetting to take notes. Notes provide a record of what’s discussed during these meetings and allow you to revisit these conversations if needed. This may be especially helpful for referencing action items given to employees, or even yourself, during the meeting. Having notes holds everyone accountable.
You can write down meeting notes on your agenda. You might also use an automation tool, like Otter, that will listen to your conversation and transcribe it. Whatever option you choose, make sure the notes are saved somewhere secure, but easily accessible by you and your employee.
Before each one-on-one, take the time to revisit those notes. They might even help you create an agenda for your next meeting.
5. Be Professional
For a one-on-one to be successful, both you and your employee need to feel comfortable. It’s important to create an environment that feels safe to converse. One way to do that is by showing up on time and being present throughout the entire meeting.
You might be thinking, “That’s an easy one.” But how many times have you been late to a meeting or answered an email or text during a meeting? Exactly. While those behaviors might not seem like a big deal, they can be distracting for you and your employee.
Make sure you show up on time (if not early) for the one-on-one. And bring your whole self to the meeting. That might mean turning off your Slack notifications so your employee has your undivided attention.
6. Follow Up
If you discussed any next steps during your meeting, it’s crucial you follow up with your employee. After all, what’s the point in having action items if you don’t check on their progress?
Make sure you send a brief note detailing those action items and any additional feedback. Then, check in as needed to make sure things are going smoothly. While you don’t want to be overbearing, your employees will appreciate you making yourself available for questions.
According to a 2020 study, over half of Americans don’t feel they have anyone to talk to about work issues. The study also found employees are too intimidated to talk to their boss. By having these one-on-ones and following up, your employees will hopefully feel more comfortable coming to you.
7. Ask for Feedback
Believe it or not, you’re not perfect. You might think your employees are getting a lot out of your one-on-one meetings, but that doesn’t mean they are. And the last thing you want is to waste both your and your employee’s time. To avoid this, make sure you ask your employees for feedback.
Understandably, it can be difficult for employees to give their supervisors feedback. So you may want to consider creating an anonymous option. For example, provide a digital survey that employees can fill out without signing their names.
Once you get the feedback, don’t get defensive. Receiving criticism can be difficult, but think of it as constructive feedback and use it to improve as a manager.
When done correctly, one-on-one meetings can help your employees, and your business, thrive. Use the tips above to define your goals and engage your employees so your meetings are successful.
