Common Mistakes
The following are some examples of common pitfalls that result in ineffective one-on-one meetings:
- Lack of preparation: Neglecting to set an agenda or identify key discussion topics/questions can lead to unproductive meetings.
- Dominating the conversation: Leaders should do more listening and encourage their employees to speak openly and share their thoughts and concerns.
- Excessive focus on status updates: While project updates are important, avoid making these the focus of your meeting. Updates can easily be shared via e-mail.
- Not checking-in: One-on-one meetings are also an opportunity to build relationships and check in on employee’s well-being.
- Allowing distractions: Not giving their full attention to their employee, being distracted by e-mails and messages coming in, etc.
- Failure to follow up: Demonstrate accountability by following through on commitments.
When addressing sensitive/challenging topics, focus on fostering constructive dialogue and positive change. The following are some best practices:
- Direct and honest communication: Clearly communicate your concern/issue without being accusatory. Make sure you use “I” statements when expressing your feelings and/or observations.
- Active listening: Ask the employees to share their perspective and listen actively to seek understanding.
- Collaborative problem-solving: Work together to identify solutions and action steps.
- Summarize key points: Recap the discussion to ensure mutual understanding.
- Follow-up and support: Check-in and provide support as needed.
Employees covered by collective agreements have the right to union representation. If an employee requests union representation it is important that you:
- Acknowledge the request.
- Remind the employee of the purpose of the one-on-one meetings and emphasize that these meetings do not involve discussions about disciplinary action or performance issues that may lead to disciplinary action.
- If the employee still wants to exercise their right to union representation, respect their request and proceed with the meeting only when their representative is present.
- During the meeting, remain professional and respectful. Welcome the union representative and clearly articulate the purpose of the one-on-one meetings.
To reduce the likelihood of these requests, especially if you are introducing these meetings to your team, reach out to your Human Resources Business Partner (HRBP) for guidance. Your HRBP may engage union leadership to clarify the intent of these meetings and emphasize the value of having these without union representation to enhance connections, open communication and will trust.