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If
one-on-ones are so valuable for leaders and team members alike, why does
everyone seem to dread them?
Despite
their potential, these meetings often feel like a box to check off rather than
a real opportunity for connection.
If you find
yourself dreading one-on-ones or leaving each meeting feeling deflated, you’re
not alone.
The problem
isn’t the concept of one-on-ones but how we approach them.
Effective
meetings require more than showing up – they need meaningful design and
facilitation.
One-on-ones
have a bad reputation. Many view them as awkward or unproductive –just another
meeting on an already packed agenda. Yet, they are critical to your team’s
success.
When done
right, one-on-one meetings can be game-changers for both leaders and team
members. They provide a unique opportunity for genuine conversations. While
email, Slack, or Zoom keep everyone in the loop, nothing replaces the value of
direct, personal interactions.
However,
great one-on-ones require more than just a quick touch base. They provide a
chance to tackle bigger issues beyond regular updates.
Whether
you’re looking to build trust, address roadblocks, or improve relationships,
here’s how to transform your one-on-ones from a mundane task into a highlight
of the workweek.
Key
Benefits of One-on-One Meetings
Regular
one-on-ones create a space for real connection and problem solving. They offer
an opportunity to surface issues, promote dialogue between managers and
employees, and focus on the big picture, providing perspective beyond
day-to-day tasks.
A Gallup
study revealed that employees who have regular one-on-one meetings with their
managers are three times as likely to be engaged in their work. Here are some
of the key benefits:
Get
personal time
In a group
setting, conversations can easily veer off track or get monopolized by a few
voices. One-on-ones create a dedicated time to check in on specific progress,
challenges, and needs – efficiently and directly. It’s a great way to identify
bad habits before they become harmful.
Build
trust
One-on-one
meetings play a powerful role in improving personal relationships. Giving
someone your full attention, even for 30 minutes, shows that you value them.
This intimate environment provides a safe space to discuss career growth,
performance challenges, or personal issues without the pressure of an audience.
Address
roadblocks
One of the
key responsibilities of a manager is to remove unnecessary roadblocks so people
can focus on doing their work instead of fighting bureaucracy. Casual, frequent
check-ins allow employees to raise things that are getting in their way rather
than struggle alone in silence.
Encourage
problem solving
When leaders
encourage team members to voice challenges openly, they cultivate a culture
where problems are surfaced early and tackled together. This approach helps
address the root cause and not just the symptoms.
By inviting
people to brainstorm solutions, managers become helpful partners rather than
mere supervisors.
Keep
remote workers connected
For remote
or hybrid teams, regular check-ins are even more essential to increase a sense
of belonging. Frequent one-on-ones help counter feelings of isolation, keeping
team members engaged and aligned no matter where they’re working from.
Provide
regular feedback
One-on-ones
are perfect for giving timely, actionable feedback, allowing managers to
address events soon after they happen. Because they are private and timely,
providing constructive feedback feels less intimidating. In a safe environment,
employees speak up more and can make adjustments immediately rather than
waiting for their annual performance review.
In short,
one-on-ones aren’t just about tracking status; they’re about creating a
foundation for trust, growth, and effective collaboration.
Design Effective
One-on-One Meetings
Effective
one-on-ones go beyond simply scheduling time on the calendar – they require
intentional design. To make these meetings truly valuable, focus on the
following key elements:
1. Establish ground rules
Whether
you’re starting with one-on-ones or refining your approach, clarify your
expectations and ground rules.
Explain the
purpose of one-on-ones and how they will work, then address any questions from
the team. Most importantly, emphasize that these are coaching sessions rather
than reporting ones. The goal is not to control progress or micromanage people
but to remove obstacles and support individual growth.
2. Reduce meeting anxiety
49% of team
members feel
anxious before one-on-one meetings with their manager – largely because they
don’t know what to expect. To alleviate this, set clear expectations. Emphasize
that it’s the employee’s time and meeting. Their needs, not hidden agendas,
should drive the conversation. Additionally, defining the key theme or topic
beforehand can significantly reduce anxiety.
3. Set a consistent cadence
Research
shows that employees who have regular one-on-ones feel less anxious and more
successful in their roles. Ideally, meet with each of your direct reports once
a week for 30 minutes. The second-best scenario is to meet every other
week.
A regular
cadence sets a rhythm that both you and your team members can count on.
4. Be
flexible
Having an agenda is essential. However, tailor each
meeting’s purpose instead of sticking to a rigid outline. One-on-ones aren’t one-size-fits-all, and each team
member has unique needs and challenges that vary from week to week.
Some people
may want to focus on career development, while others might need support
solving specific challenges. Start each conversation by asking, “What’s the
main topic you’d like to address today?”
5. Focus
on outcomes
Avoid
approaching the meeting with a rigid agenda or focusing solely on tasks.
Questions like “Are you making progress with project Y?” might come across like
a status report rather than a meaningful conversation.
Instead,
discuss desired results and goals related to the project. One-on-ones should
center on “How can we achieve the desired outcomes?” rather than simply
reviewing milestones. This approach encourages a more strategic and
impact-oriented conversation.
Facilitate Meaningful One-on-One Conversations
The true
value of one-on-ones lies in their execution. Consider the following tips to
facilitate conversations that are meaningful and impactful:
Be fully
present
This sounds
simple, but it’s incredibly powerful. Close your laptop, silence your
notifications, and give your team member your undivided attention. This signals
that you’re actively listening, not just checking off another task.
Being fully
present also lets you pick up on subtle cues and gain a deeper understanding.
Listen,
listen, listen
Research
indicates that a key indicator of a successful one-on-one is the proportion of
time the employee spends talking. Strive for them to speak for at least 50% of
the time spent talking.
Ask
open-ended questions, let them elaborate, and resist the urge to jump in too
quickly with solutions. This approach ensures they feel heard and encourages
more open discussions.
Cover
critical topics
To maximize
the value of your one-on-ones, focus on six key areas: Personal Check-In, Goals
and Aspirations, Alignment, Progress, Collaboration, and Next Steps. This
framework helps both you and your team members prepare for meaningful
conversations and concentrate on what’s most relevant at the time.
Consider
this a flexible guide, not a rigid checklist. While Personal Check-In and Next
Steps should bookend every one-on-one, other sections – like Goals and
Aspirations or Progress – can be addressed as needed.
Use
meaningful questions
Thoughtful,
open-ended questions can turn a one-on-one from a routine check-in into a
deeper conversation. Questions like, “What’s one area where you’d like to see
more momentum?” or “If you could change one thing about your role, what would
it be?” spark more meaningful conversations.
Rather than
asking about updates or milestones, provoke reflection. Encourage your team
member to think critically about their experiences, goals, and challenges.
Follow up
A one-on-one
doesn’t end when you leave the room (or virtual call) – it’s just another step.
Capture action items and follow-up agreements. Be sure to check in with team
members before you next touch base.
Following
through on what you discussed reinforces the value of one-on-ones and increases
accountability. It shows that these conversations truly matter and have a real
impact.
Intentional
design and facilitation can transform one-on-ones into powerful conversations,
making team members feel supported. Far from being just another routine
meeting, they provide valuable opportunities to connect, align, and grow
together.
By asking
thoughtful questions, adapting to each team member’s unique needs, and using
time wisely, one-on-ones become essential for building trust and accelerating
collaboration.
Done well,
they can evolve from a mandatory meeting into a highlight of the workweek.
To your greater success and well-being,
Peter Mclees, Leadership Coach, Trainer and Performance Consultant
SMART DEVELOPMENT
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