Maintaining a smooth company culture requires keeping employees happy and paying attention to their needs. A great way to keep employees on track is to have regular one-on-one meetings between managers and employees. Whether you are an employee or a manager, dedicating time to properly structured one-on-one meetings will help you achieve your goals. These meetings are very powerful and effective for getting to know your team closer and keeping your business projects on track.  

Unfortunately, some managers are not able to organize one-on-one meetings properly. They commit some mistakes due to which the meeting is not successful. In this post, we’ll talk about the art of mastering productive one-on-one meetings. 

What are One-on-One Meetings?

One-on-one meetings, often also called 1:1, are scheduled and informal meetings between two persons. Typically, these meetings are held between an employee and their manager. In one-on-one meetings, perspectives are shared and business objectives are discussed.

One-on-one meetings establish a platform to discuss performance, give and receive feedback, and work together to overcome challenges. These meetings help in better decision-making, relationship-building, engagement, and project management. For more efficient operations, they support job prioritization and problem forecasting.

5 Tips for Structuring a Successful One-on-one Meetings

To structure a successful one-on-one meeting, a company manager must adopt the best strategies. Follow these 5 tips to make your meetings productive: 

  • Draft the Meeting Agenda in Advance

Your first step is to prepare an agenda for your specific meeting. This will save you time. Without a clear agenda, a lot of time is wasted in deciding what to talk about. The meeting does not run smoothly. Employees should be informed about the meeting in advance. This allows everyone to prepare their agenda in advance, which keeps the meeting organized.

If you have any topics, questions, and updates on previous action items, bring them with you to the meeting. Additionally, if this is your first meeting, create a friendly atmosphere to promote clear communication between both parties. Review previous meeting notes for follow-up sessions to stay focused and track progress.

  • Create a Comfortable Atmosphere

The location of your meeting is also very important for a one-on-one meeting. So, choose the right location for the meeting – which is comfortable for both you and your employees. Maintaining the confidentiality of the meetings is another aspect you should consider.

Therefore, consider choosing a private area for the meeting that is peaceful and suitable for the meeting. You can also book a conference room or any other place for the meeting. 

  • Schedule Your Meeting 

How many times a month one-on-one meetings should be held depends on the needs of both the manager and the employee overall. The frequency could be weekly, every two weeks, or even monthly. Hence, both parties should work together to decide on a good meeting schedule. An email appointment reminder should be sent to the employee before the meeting so that the employee does not miss the meeting under any circumstances. 

It is important to choose a correct meeting time, which is suitable for both the manager and the employee. If the time is not convenient for both parties, the meeting may have to be canceled. 

  • Make the Meeting Personal 

Make your one-on-one meetings informal and personal. Each employee is a different individual. They have different options and needs. One-on-one meetings are a great way to get to know employees on a personal level and gain insight into their ideas and driving forces. In a group meeting, it is not possible to fully understand every employee’s point of view.

You don’t need to go to the workplace for the meeting. As we mentioned, you can hold the meeting in a private place, or in an open space over tea. This will allow you to talk openly and in-depth with your employees on a variety of topics.

  • Listen Carefully to What the Employee Says

Meeting your employees in person is the best way to get suggestions from them. So, let them talk. Pay close attention to what they say. It’s their time to talk, so give them more space and speak less yourself. You can build closer relationships with your teams by actively listening and respecting employees’ perspectives, which ultimately benefits the company.

Conclusion 

Managers get the opportunity to build rapport with every team member during one-on-one meetings. It also makes it easier for you to monitor an employee’s work and adjust priorities as needed. On the other hand, these meetings provide employees with a confidential platform to express any concerns or suggestions. One-on-one meetings benefit the team leader as well as the entire team.