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Effective communication plays a role in any endeavour in leadership. Making decisions and taking actions are futile if a leader lacks the ability to effectively communicate and persuade others of the value of those decisions.
Skilled communicators excel at fostering trust and inspiring those around them. This skill becomes especially valuable in situations necessitating individual sessions. In this piece, we will explore one-on-one meeting strategies for meetings that facilitate smooth communication, between supervisors and their teams. Let’s get started.
Effective communication is never a one-way street. A team functions as a unit only if every individual finds a voice in making short—and long-term decisions. One-on-one meetings with employees are one way to do this.
One-on-one meetings are regular conversations between managers and individual team members. They are a safe space for two individuals to share goals, progress, and ongoing issues. Team members can convey individual needs to their manager and the manager can guide each member individually.
There are quite a few benefits to holding regular one-on-one meetings, but here are the top five:
Research has shown that only 15% of employees whose managers do not hold regular one-on-one meetings demonstrate employee engagement. Meanwhile, this figure nearly triples when managers engage in regular check-ins.
Success doesn’t come overnight, it needs planning and preparation. Whether it’s setting an agenda or choosing the right time, you need to understand your end goal. So, how do you lead an effective one-on-one meeting? Just follow these steps before charging forward.
The very first step is deciding on a schedule that is comfortable for all parties involved. This will depend on an array of things, such as:
The next step is zeroing in on the agenda for the meeting. Starting with a clear framework allows both parties to run through one-on-one meeting questions they might want to bring up. This preparation time can shorten the meeting duration and lead to better outcomes.
Another point to keep in mind is that pre-decided one-on-one meeting strategies allow the employee and the manager to better align their objectives and expectations. This helps with tracking progress and ticking off action items on the list faster.
Source: Freepik
A comfortable environment sets a positive tone for the meeting, which can inadvertently lead to a better outcome.
What you can do is select a quiet and private location, and set the meeting at a time both the manager and the employee are not in a stressful situation or in a time crunch. Sometimes, deciding what is the best agenda for a one-on-one meeting together might ease both parties into it.
There is much variation and ongoing discussions about what is the best format for a 1:1 meeting and how to conduct it effectively. But mostly, a standard one-on-one meeting template usually follows a set three-step pattern.
If opening the meeting with a friendly, warm greeting seems like the way to go, you are not wrong. It sets the tone for the rest of the meeting. Follow it up by asking about the other person’s well-being. Once you are both feeling at home, discuss recent professional pursuits.
It is important not to just discuss problems or expectations. A key element of these meetings is expressing appreciation and trying to solve problems. So maintain a warm demeanor and be sure to use positive language.
Using a structured approach is the best way forward in these meetings. There are four basic areas to cover:
Of course, just following the steps is not enough. You must actively listen and empathize. Verbal affirmations such as “I see” or “I understand,” or nonverbal cues such as a nod will go a long way toward helping the team member open up. Do not let any confusion fester. Paraphrase and ask for confirmation.
Assigning blame does no one any good. Instead, offer feedback based on observations and let the employee clarify if there is any misunderstanding. Offer solutions and support.
The work isn’t over just because the meeting is. You must still monitor the situation and regularly check in with your team members.
Both parties need to agree on the minutes of the meetings. This documentation can be used in future meetings to refresh your memory. Keeping track of actionable items also encourages accountability. In the future, you can review historical data to strategize on an individual level.
Ask for inputs regularly. You can also use survey forms to collect feedback at the end of a discussion. Look for recurring themes in the feedback that can be worked on for improvement. Implement changes based on it.
Prioritizing change based on the team’s feedback fosters a culture of trust and continuous improvement. Employees feel valued and their achievements end up being celebrated. In the long run, productivity and loyalty within the organization get a boost.
We have mostly covered all that you need to conduct an effective one-on-one meeting. If there are still additional steps you want to take, you can try these out:
Be open to changes:
Source: Freepik
Leverage modern tools; here are a few suggestions:
One-on-one meetings are a great way to connect with your team. They help build trust and boost morale, keeping the entire team on track. Whether you plan them weekly or monthly, always have an agenda at hand. Remember, it’s a conversation, not an interrogation. Use these meetings to share ideas, overcome challenges, and celebrate successes.
If you are looking for a way to keep on track with these meetings, you might choose an employee one-on-one meeting template or a 1-on-1 meeting with manager template to make sure you are not missing out on any steps. Use these meetings effectively and watch your team unlock their full potential and fly!
To handle an employee who is unresponsive or reluctant to participate in one-on-one meetings, start by trying to understand the reason behind it. Reassure them of the confidentiality and nonjudgmental nature of these meetings. Use positive reinforcement to make them as comfortable as possible during the meeting.
If you notice that one-on-one meetings are becoming repetitive and losing their effectiveness, consider trying these tips:
Focus on outcomes and be specific. A fair assessment, open-minded discussion, and positive phrasing go a long way. Seek feedback as much as you provide it. Offer actionable advice and not vague generalizations.
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