Insights from Engagedly’s State of AI in HRM, 2nd Edition Survey.
Did you know that according to Gallup’s 2022 data, low engagement teams typically experience turnover rates that are 18% to 43% higher than highly engaged teams?
In today’s competitive landscape, one on one meetings are not just routine check-ins—they are a strategic tool for enhancing communication, building trust, and driving employee performance. For HR leaders and CXOs, mastering the art of one on one meetings can be the key to creating a performance-first culture that retains talent and drives success.
Whether you’re new to one on one meetings or looking to refine your approach, this guide will walk you through the benefits, provide a practical checklist, and offer a step-by-step guide to help you implement effective 1:1s that truly make a difference
One-on-ones can be simply defined as standard scheduled time for managers to check-in with their direct reports. These meetings are important for both managers and direct reports because they ensure that both of them stay on the same page.
One on ones help managers with the following:
One-on-one meetings are very useful, but they often end up being more disorganized than expected. How can you prevent this and make your one-on-ones more productive?
Here’s a step-by-step guide for you to have effective one on one meetings with your team and help them stay productive!
Setting the right schedule is crucial for every one on one meeting. You cannot use a one-size fits all approach; the frequency of one on ones depends upon the size of the team, size of the organization and on how experienced your team members are.
Inform the meeting details to your direct reports and stick to it. If this is your first one on one, let your team know about one on ones and how they can help them. As a manager, it is hard to stick to a schedule every month or week, but keep experimenting with the frequency of one on ones until you find the right pulse.
Agenda is very important for every meeting. Communicate the agenda clearly to your direct report. Be sure of what needs to be communicated in the meeting.
Remember not to make the meeting about yourself; always make it about your direct reports. Ask them to come prepared with what they want to discuss in the meeting. This makes employees feel valued and keeps them motivated at work.
Productive meetings take preparation, so prepare for the meeting ahead with relevant questions for your team members. Remember that this meeting isn’t about their performance issues, so add questions about their working style, their long- term and short-term goals, etc.
Also, come prepared with a list of questions about the improvement of your organization, manager improvement and their own improvement.
Start the one on one meeting by catching up with your direct report informally. Try to informally ask about their current project and the progress that they are making on it. Before going into the details, make them feel comfortable.
Listen to what your direct reports have to say about the meeting agenda. Ask them questions about their career development, this makes employees feel that you are invested in their career growth. It acts as a motivator at work.
Actively ask questions and listen to the concerns of your direct reports. Give them suggestions wherever necessary and ask for their opinions. Also, discuss and create an action plan for them. This action plan will help as a guide to achieving their work goals for the next quarter.
Document the highlights of the 1 on 1 meeting. As a manager, it is hard to keep track of every one on one meeting you have, so document the highlights of each one on one meeting you have with your direct reports. This will help you get started for the next meeting you have with them and you will not miss anything important from the past meeting.
Once you finish a one on one meeting, send a wrap up email to your direct reports with the highlights that you’ve made note. Also include in the email, what is expected of them by the next meeting. Your direct reports can refer to the email if they need to revise the contents of the meeting.
Following up on a meeting is vital. Always remember to keep track on the progress your direct reports make after a one on one meeting. Be ready to help them with implementing the action plan discussed in the meeting. This will help them stay motivated and productive at work.
One on one meetings give the best results when they are recurring; so, experiment with the frequency of meetings and set a regular schedule for one on one meetings with your direct reports.
Collaborate with the employee to set meeting topics. Ask:
Clearly outline what excellence looks like in their role before diving into individual performance.
Begin by asking, “How are you feeling today?” to build rapport and create a safe space for open conversation.
Discuss updates on tasks and objectives set during previous meetings, ensuring alignment with team and company goals.
Offer specific, timely feedback on recent performance—both successes and areas for improvement.
Ask about any current roadblocks or difficulties. Collaborate on potential solutions and strategies for growth.
Explore the employee’s career aspirations and opportunities for learning and development within the organization.
Recognize the employee’s accomplishments and growth to boost morale and motivation.
Agree on clear action items with timelines for both short-term tasks and long-term goals.
Take notes on key takeaways and commitments, and ensure regular follow-up in the next meeting.
Effective one-on-one meetings are key to employee development and engagement. But why stop there? With Engagedly, you can build a continuous feedback culture through regular check-ins, 1-on-1s, real-time feedback, comprehensive performance reviews, and engagement surveys.
Empower your team to grow and succeed with our complete performance management solution. Learn more about how Engagedly can help you streamline and elevate your performance management strategy!
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