Guide to Productive One-on-One Meetings

Studies show that less than half of employees meet with their managers weekly for productive one-on-one meetings. This is a missed opportunity not only for the manager but also for the organization. By investing time to connect with employees, you can foster great relationships, increase productivity, and boost business. 
 

Why One-on-One Meetings Are Important 

Relationship-building in business is the foundation of success. Think of each meeting as a space for employees to come to you with challenges they may be facing. By showing you care about them and the business, you’re communicating to each employee that they are a priority. 

One-on-One Meeting Best Practices

Block Regular Time in Your Schedule 

The meeting frequency of your one-on-ones could vary depending on your company’s size. If you’re booking with a junior employee, book 30 minutes weekly. If you’re booking with a more experienced employee or a one-on-one with your manager, book biweekly for 45-60 minutes. While weekly meetings are recommended, it’s more important that meetings are repeated. 
 
Set an Agenda 

To host productive one-on-one meetings, set a clear agenda in advance and share it with the employee to see if they have anything to add. Think of an agenda as “loose timeboxing” to help cover the most pressing points. Just remember to be flexible and not too structured! 
 
Actively Listen  
 
During the one-on-one with each employee, give your undivided attention. Avoid texting and checking your work messenger if you can help it! This is a “precious moment of connection” for you to hear how things are going or any updates the employee has to share. Encourage your team to ask questions about anything unclear.  
 
Kick Off the Meeting with a Win 
 
While productive one-on-one meetings are great opportunities to share constructive feedback, don’t forget to address positive things the employee is doing. Start the meeting with a recent win to set the tone for an enjoyable interaction. Keep in mind that recognition is the key to employee retention, and just a few kind words can go a long way. 
 

Solve Problems When You Can 
 
Everything is “figureoutable,” especially with a team! But if an employee is up against the clock and could use fresh eyes on a challenge they are facing, help them out. The same goes if you are facing an executive challenge. Before the one-on-one with your manager, build a template with the current challenges, along with potential solutions.  

Show Interest in Each Employee 

One of the most notable one-on-one meeting best practices is getting to know each employee. Ask about their hobbies outside of work or their weekend plans. Learn about their future career goals and how they’d like to progress. Ultimately, this can help motivate employees and inspire them daily. 
 
Ready to lead more productive one-on-one meetings? Find a new leadership opportunity here!  
 
To grow your leadership skills, keep reading: Learning to Delegate as a First-Time Manager, 5 Ways to Stop Toxic Productivity at Work, and What’s Your Leadership Style?