Conducting Effective 1:1s: A Guide for First-Time Managers

Stepping into a people management role for the first time can be both exciting and daunting. One of the most impactful tools at your disposal is the 1:1 meeting with your team members. These meetings are more than just check-ins; they are opportunities to build relationships, provide feedback, and support your team’s growth. According to Gallup, employees who have regular 1:1 meetings with their managers are three times more likely to be engaged at work. At Leader Loop, we believe that mastering the art of 1:1s is crucial for any new manager. Here are some best practices to help you conduct effective 1:1 meetings.

Why 1:1s Matter

Before diving into the best practices, let’s understand why 1:1s are so important:

• Build Trust: Regular 1:1s help build trust and rapport between managers and employees.
• Improve Communication: They provide a platform for open and honest communication.
• Enhance Performance: 1:1s allow for timely feedback and guidance, which can improve performance.
• Support Development: These meetings offer opportunities to discuss career development and growth.

Best Practices for Conducting Effective 1:1s

1. Schedule Regularly

Consistency is key when it comes to 1:1s. Regularly scheduled meetings ensure that these conversations are a priority and not just an afterthought.

• How to Do It:
  • Set a Recurring Time: Schedule 1:1s at a regular interval that works for both you and your team member (e.g., weekly, bi-weekly).
  • Respect the Schedule: Treat these meetings as important commitments and avoid canceling or rescheduling unless absolutely necessary.

2. Prepare in Advance

Preparation shows that you value your team member’s time and are committed to making the meeting productive.

• How to Do It:
  • Review Previous Notes: Look back at notes from previous meetings to follow up on action items and discussions.
  • Set an Agenda: Have a clear agenda with topics you want to cover. Encourage your team member to add their own items to the agenda as well.

3. Create a Comfortable Environment

Creating a comfortable and open environment encourages honest and meaningful conversations.

• How to Do It:
  • Choose a Quiet Location: Ensure that the meeting takes place in a private, quiet setting where both parties can speak freely without interruptions.
  • Show Empathy: Start the meeting with a friendly tone and show genuine interest in your team member’s well-being.

4. Listen Actively

Active listening is crucial for understanding your team member’s concerns, ideas, and feedback.

• How to Do It:
  • Be Present: Give your full attention during the meeting. Avoid distractions such as checking your phone or email.
  • Ask Open-Ended Questions: Encourage your team member to speak by asking open-ended questions like, “How are you feeling about your current projects?” or “What challenges are you facing?”

5. Provide Constructive Feedback

Timely and constructive feedback helps your team member grow and improve.

• How to Do It:
  • Be Specific: Provide specific examples of what your team member is doing well and where there’s room for improvement.
  • Balance Positives and Negatives: Ensure your feedback is balanced. Highlight strengths before discussing areas for improvement.

6. Focus on Development

Use 1:1s as an opportunity to discuss career development and growth.

• How to Do It:
  • Set Goals: Work with your team member to set short-term and long-term goals. Discuss steps they can take to achieve these goals.
  • Provide Resources: Suggest resources such as training programs, books, or courses that can help your team member develop new skills.

7. Follow Up

Following up on action items and discussions shows that you are committed to supporting your team member’s progress.

• How to Do It:
  • Recap Action Items: At the end of each meeting, summarize the key points discussed and the action items agreed upon.
  • Check-In Regularly: In subsequent meetings, review the progress on these action items and provide additional support if needed.

Balancing People Needs and Business Needs Drives Overall Performance

Effective 1:1s require a balance between addressing the needs of your people and the needs of the business. A guide we have successfully used for high-performing teams includes the following agenda topics:

1. Key Project Updates

Discussing key project updates ensures that both you and your team member are aligned on current tasks and responsibilities.

• Reasoning: This helps keep projects on track and allows you to provide support or resources where needed. It also ensures that you are aware of any potential issues early on.

2. Key Metric Updates

Reviewing key metrics helps track performance and progress towards goals.

• Reasoning: Metrics provide a quantitative way to measure success and identify areas for improvement. This keeps the focus on achieving business objectives while also providing a basis for performance discussions.

3. People and Their Needs & Development

Focusing on the personal and professional needs of your team member is crucial for their growth and satisfaction.

• Reasoning: Addressing personal and professional development needs helps your team member feel valued and supported. It also contributes to their long-term career growth, which benefits both the individual and the organization.

4. Challenges and Roadblocks

Discussing challenges and roadblocks allows you to identify and address any obstacles your team member is facing.

• Reasoning: This demonstrates your commitment to helping your team succeed and provides an opportunity to offer solutions or resources. It also helps prevent small issues from escalating into larger problems.

Practical Tips for Effective 1:1s

Be Flexible:

• Adapt to Individual Needs: Recognize that each team member may have different needs and preferences. Be willing to adapt your approach accordingly.
• Use Different Formats: Occasionally vary the format of your 1:1s. For instance, take a walk together or meet over coffee.

Build Trust:

• Be Transparent: Share your own experiences and challenges to build trust and encourage openness.
• Show Appreciation: Regularly acknowledge and appreciate your team member’s efforts and achievements.

Document the Meetings:

• Keep Notes: Document the key points and action items from each meeting. This helps track progress and ensures accountability.
• Use Tools: Utilize tools like shared documents or mentoring software to keep track of meeting notes and follow-ups.

The Gist

Conducting effective 1:1s is crucial for building strong relationships with your team, improving communication, enhancing performance, and supporting development. By scheduling regular meetings, preparing in advance, creating a comfortable environment, listening actively, providing constructive feedback, focusing on development, following up, and balancing people needs with business needs, you can make the most of these valuable interactions. For further reading, consider books like “Radical Candor” by Kim Scott and “The One Minute Manager” by Ken Blanchard and Spencer Johnson.

About Leader Loop: Leader Loop crafts actionable, competency-focused articles to accelerate your career growth. Our expert-written content provides practical strategies for leadership, team management, and professional development. Whether you’re a seasoned manager or an ambitious individual contributor, our articles deliver the insights you need to excel in today’s workplace.