The following are some best practices to create more meaningful and productive one-on-one meetings that foster strong relationships and drive positive outcomes:
- Create an environment where employees feel comfortable sharing ideas, concerns and providing feedback without fear of judgement or repercussions. The following are some things you can do to foster a psychologically safe environment:
- Be vulnerable: You are the one in a position of power here, set the tone of this being a safe space to talk about fears and challenges by also sharing your own fears, concerns, etc.
- Be transparent: Share what you can and let employees know when you are not able to share information.
- Set expectations for behaviors: Commit to being thoughtful, open to constructive criticism and willing to listen.
- Be positive: Pay attention to your body language, your tone of voice and the words that you use.
Make sure you are heading into the one-on-one in the right headspace by trying to be relaxed and calm in your own environment. Demonstrate that these meetings are a priority by removing distractions. For instance, meet in a meeting room or at a table away from your desk and away from your computer. If meeting virtually, turn on the “do not disturb” feature in Teams.
Asking a personal question at the beginning of the meeting helps to improve rapport. It also helps to break the ice and put employees at ease. The following are some examples: How is your day/week going? How are you doing? I recall you mentioned your daughter was coming from Toronto, how did that go
Work to strike a balance between following the agenda and providing an opportunity for more fluid discussions.
Your role is to listen as much (if not more) as talking. Active listening is crucial to build a psychologically safe environment that allows employees to participate freely. The following are some reminders:
- Listen with attention, curiosity and empathy and without judgement.
- Be aware of your perceptions, biases, and assumptions as these impact the interaction.
- Focus not only on the spoken words, but also on body language.
- Summarize, clarify and paraphrase to ensure clarity and understanding.
- Give eye contact and full attention to the conversation.
- Allow silence and short pauses.
When giving feedback ensure that it is honest and constructive. Look for opportunities to share an organizational perspective/bigger picture to enhance understanding. Look for opportunities to get feedback from employees
- Ask open-ended questions (how, what).
- Use closed questions sparingly to gather facts.
- Avoid leading questions.
- Use “why” questions sparingly.
Notes are crucial for tracking discussions, decisions and action items. It is a good practice to share these notes with employees after the meeting.
Even when dealing with challenging topics, making a statement such as “We will tackle these challenges together” can help end the meeting in a more positive tone. Take the time to highlight key actions for both you and the employee.
Key Actions Following the Conversation
The following are some best practice actions following your one-on-one meetings:
- Solicit feedback – Actively seek input from employees. Ask open-ended questions like “What went well in our meeting today?”; “How can I make future meetings better?”
- Share meeting notes – Send a concise e-mail summarizing key points, action items and next steps. This promotes transparency and accountability. You could say: “Here is a summary of our meeting and action items. Let me know if I missed anything”.
- Follow-through on commitments – By consistently following through on commitments made, you build trust and strengthen your relationship.