How to create effective 1:1 Meetings

In my professional journey spanning over a decade, I have accumulated valuable insights from conducting numerous 1:1 sessions with various individuals. This wealth of experience forms the basis of the guidance I share in my mentoring classes with mentees.

Effectively orchestrating and maximizing the productivity of 1:1 meetings requires intentional planning, transparent communication, and a focus on cultivating robust working relationships. These sessions offer a platform to delve into strategic queries, seek guidance, provide context, and exchange constructive feedback.

Tips for Effective 1:1s:

1. Establish a Regular Schedule: Optimal 1:1 meetings occur weekly, lasting 30–45 minutes. During these sessions, prioritize discussions on participants’ well-being, needs, personnel issues, professional development, and performance reviews. Consistency in scheduling aids in planning and prioritizing these crucial interactions.
2. Respect the Participant’s Agenda: Empower your team member to take the lead in setting the agenda. This ensures that their concerns, questions, and topics are given precedence, fostering engagement and relevance.
3. Discuss Well-Being: Initiate each meeting by checking on your team member’s well-being. This personal touch establishes a positive tone and demonstrates genuine care for them as individuals.
4. Performance Reviews: Regularly assess performance and provide constructive feedback. Recognize achievements and collaboratively address areas for improvement in a constructive manner.
5. Utilize Models for Discussions: Incorporate structured frameworks such as the OSCAR model (Objective, Situation, Choices, Actions, Results) or the FUEL model (Frame, Understand, Explore, Lay the plan) to guide discussions, ensuring a systematic and comprehensive approach.
6. Feedback Exchange: Cultivate an environment that encourages open feedback. Create a safe space for both you and your team member to share thoughts, suggestions, and concerns.
7. Seize Growth Opportunities: Explore potential growth opportunities within the team or the organization. Support your team member in identifying and pursuing avenues for career development.
8. Strategic Discussions: Dedicate certain sessions to explore strategic questions related to projects, team dynamics, or overarching organizational goals. This cultivates a strategic mindset aligned with the company’s objectives.
9. Continuous Improvement: Regularly evaluate the efficacy of your 1:1 meetings and solicit feedback from your team member on ways to enhance these sessions. Embrace adaptability and be open to making adjustments based on received feedback.
10. Professional Development: Allocate dedicated time to discuss professional development goals. This involves setting objectives, reviewing progress, and identifying opportunities for growth.

To reinforce accountability, I follow a practice of documenting key points after every 1:1 meeting, aiming to enhance the effectiveness of subsequent interactions.

Filled form after every 1:1

It is preferable to document performance formally every quarter and conduct a 1:1 retrospective to enhance the quality of discussions. Maintaining a private online document to compile notes from these meetings is crucial, as it aids in retrospectives and tracking progress over time.

Remember, the key to great 1:1 meetings is a focus on open communication, mutual respect, and a genuine interest in the well-being and professional development of your team members.