• One to one staff meeting template

    One to one staff meeting template

    That first encounter might seem like a formality to you. As a result, investing time in preparing for your first 1-on-1 meeting with an employee is a wise use of your time.

    But how exactly should you hold this first one-on-one meeting with an employee? One-on-one meetings are not status updates. One-on-one meetings are not for brainstorming projects. One-on-one meetings are rare, invaluable time purely to uncover potential issues and share feedback with one another. When else do you ever get the opportunity to do this, face-to-face?

    one to one staff meeting template

    Making this purpose clear is paramount because your employee may have never had one-on-one meetings at their previous job s where this was true. Orienting them to this particular purpose of the one-on-one meeting is therefore essential. For these first one-on-one meetings, for how long and how often should you hold them? If the new hire directly reports to you, I recommend weekly one-on-one meetings for 1-hour long for the first 90 days or so.

    Regardless, the most important part here is to get input from them on the frequency and duration, in the first place. Are your one-on-one meetings, in fact, skip-level meetings? You may want to read this piece here on the frequency of skip-level meetings. Recall that the purpose of your one-on-one meeting is to uncover potential issues and concerns, so your questions should be targeted around this. This helps the one-on-one meeting feel more like a conversation, rather than a dictation.

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    Consistency with one-on-one meetings matter. Using Know Your Team is super handy for this, as we give you a place to write one-on-one meeting notes, action items, and your own private notes about the meeting too. Did the questions you ask seem to have been useful?

    Were you fully present and engaged during the meeting, or were you feeling rushed and your mind elsewhere? This will help you calibrate how the one-on-one meeting can be improved for next time. Those emails and to-do lists can wait. The one-on-one meetings you have with your team are the real work.

    And the first one sets the tone for the rest. Be sure to check out Know Your Team to help you run it well. My mission in life is to help people become happier at work. Say hi to me on Twitter at clairejlew. Hey Claire, just one thought on your first point.

    It shows in my opinion that you take the one on one topic that seriously.

    one to one staff meeting template

    Totally agree on the other points. Your email address will not be published. Learn more. Might you be up for it? Let me know what you think! Anything surprise you during your first week or so here? Issues 20 min. What can I make sure to do in the next 2 weeks that would help make your onboarding process even smoother?They also encourage frequent performance check-ins and conversations between managers and their direct reports.

    The concept is fairly straightforward: meet regularly to discuss progress on goals, engagement, professional development and more. While sometimes it can feel time-consuming, the return on investment is huge.

    Through regular conversations managers can develop trustboth with individuals and within their teams. In turn, trust in the workplace solidifies teams, creating a safe environment for people to work in new and collaborative ways. By learning to actively listen to their team members and providing guidance and feedback along the way, they are applying and practicing a coaching mentality.

    By becoming better coaches, managers can better support employee performance and improve overall team success. A little structure for 1-on-1 meetings can go a long way. With preparation, a collaborative agenda, and thoughtful note taking 1-on-1s can be super effective.

    one to one staff meeting template

    No matter your HR maturity stagesupporting your managers to have regular 1-on-1s and follow these steps can leave employees feeling energized, engaged, and prepared for their performance reviews. As a manager, your role is to coach and support while ensuring your employees remain the focus of the conversation.

    The conversation should be flexible enough to accommodate topics that are top of mind for both sides. It can be useful to have a shared collaborative space to keep track of upcoming topics to discuss and help both managers and their direct report better prepare for a more effective conversation. To help keep it informal, you could go on a walking meeting, have a coffee, or meet for breakfast — just remember to take your discussion points with you.

    Sometimes having meetings outside of the formal office environment can help your direct reports feel more comfortable discussing certain topics.

    In order for 1-on-1s to be effective they need to happen regularly. Things come up and schedules change but instead of canceling the do your best to reschedule. Pro tip: Include a link to your collaborative space in the meeting invite so you and your direct reports can easily find and add topics to be discussed, notes on what you covered last time, and any open action items. Common topics can include current goals and their progress, recent feedback, recognition, mid and end of year performance review reports, career aspirations, etc.

    Google Docs work can work here but get messy over time, so it can be valuable to provide the tools to make it easy to have regular and valuable meetings week after week. What is said in the 1-on-1 should stay between the manager and their direct report. The manager should focus on asking questions and listening attentively to understand the feedback.

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    They may want to prepare some questions, but in general, stay open to whichever direction the conversation goes in. Also, keep in mind that if the employee is working remotely, s become even more important and the topics you discuss might need to include how the employee feels about working from a distance and if they need to be supported in any particular way.

    You can borrow some agenda inspiration for remote workers from this article. Listening is an important skill for managers to developeven more so for effective 1-on-1s. But by sharing your experience in a similar situation, you provide guidance, inspiration, and support to help the individual in a more sustainable way. It is important for managers to set the example in 1-on-1s by showing they are open to upwards feedback on their own performance and development. In fact, you might consider running a leadership review after a few months of running 1-on-1s to gather feedback from team members.

    Answers from a leadership review can then be incorporated into a formal performance review process. It is important to a manager's success and that of the company to know what their team thinks of them and their management style. The questions are broken out into 6 different topics and can help you get a better understanding of how your team members operate, increase team collaboration, discuss career development or more.

    Make sure to wrap up the talking points and if relevant, set up an action plan to be carried out by the next meeting. Managers and direct reports should take notes so they can keep track of topics and add additional context on topics discussed so they can quickly review them, either before the next 1-on-1 or when preparing for the next performance review. These sessions allow managers to check in on productivity, morale, and have more contextual awareness of their teams, so they build more engaged and high performing teams.

    Once managers learn to conduct them properly and become more comfortable, their team members will feel more engaged and valued as a result. Platforms like Impraise provide Managers with a space to have more continuous and effective 1-on-1 conversationswhile also offering a range of other features that allow you to deliver a consistent and seamless performance management experience across your entire organization.

    Offer a dedicated space to collaborate on agendas, follow up on topics and track conversations for more effective s across your teams. Understand the importance of Managers checking the pulse of the teams on a regular basis.How regular one-on-one meetings help forge strong manager-employee relationships, and how to make them work. A meeting pronounced one-on-one or one-to-one meeting is a regular check-in between two people in an organization — typically a manager and an employee.

    The free-form, employee-focused nature that goes beyond status updates is what makes the special. As an employee, meetings help you get the feedback and guidance you need to be successful in your role and advance in your career. By listening to you and giving timely guidance, your manager becomes a partner for your success.

    If you need to correct course, you will know about it and hopefully be able to fix it in time. A study of 38, employees found that people with partner-like superiors, as opposed to traditional bosses, are likely to report much greater life satisfaction. To unleash the potential of the people you manage, you must engage and bond with each individual. There is no shortcut for building real connections. Gallup has found that when managers provide weekly vs.

    Company success stands and falls with the effort managers put into connecting with their team members. So a healthy meeting culture is not only great for individuals, but it can also affect the bottom line of your business. So the more often s happen in an organization, the better the performance of the average manager.

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    Besides the connection between manager success and business success, regular meetings are a great tool to increase engagement. And engagement is a known indicator of retention and productivity. Many managers ask themselves: how often should I have meetings with my reports?

    Is once a month enough, or does it have to be weekly? The answer is simple. Getting into a habit of having s in the first place is what really matters.

    Best practices aside, you need to find a cadence that works for you and your team members. Still, there are some rules of thumb you can consider. The sweet spot of meeting frequency is to meet every week or two for 30 to 60 minutes. Weekly s should be the default. But depending on the depth of collaboration and number of reports, you may reduce the frequency of meetings.

    If you and your reports collaborate closely and can chat all day every day, consider having bi-weekly meetings. Monthly s should be the exception because a lot of things can happen in a month, and you risk losing touch with your people. Face-to-face conversations offer the richest form of communication. So whenever possible, meet in person. When you are both in the same office, a small conference room is often the most convenient and quiet space. Once you have a solid routine, consider adding some spice by leaving the office every now and then.

    But no matter where you meet, pick a place where you and your report feel comfortable speaking openly. In a remote environment, try to get as close to a face-to-face conversation as possible. Nonverbal cues are essential for communication, so video chat and in-person meetings are superior to text and calls.Although one on one meetings with your managers should be a power for good, they can often have a net null effect, or worse… a negative effect!

    If you need help adopt and adapt some of our templates to help out! The one on one meeting is still an important stalwart in management. One on one meetings are akin to a forum group between a manager and an employee, in which they can discuss performance, improvements, suggestions and any queries either of them may have. For both managers and employees, one on one meetings can provide imperative benefits to help drive ongoing development and performance. We bring you some useful one on one meeting templates that will help you make the most of the discussion.

    For managers, one on one meetings serve a dual purpose. On one hand, they provide an opportunity to ask strategic questions to gain valuable insight. On the other hand, they provide an opportunity to build rapport with an employee and show to them they are a valued member of the team; helping to build engagement and a culture of appreciation. But done right, they can set you apart from the rest of the team, give you greater visibility into your managers current view of your performance and development, and kick you into the right direction for improvements.

    They can provide you with ideas on how to complete your goals and guide you in career development. Here are some signs of what a bad one on one look like:. For more examples of what constitutes a good, a bad and a null one on one meeting, check out this blog. One on ones are a vital part of an effective performance management process.

    They are one of the most valuable tools management have in their belt, and they can help you too achieve a number of benefits if done properly:. Check out some of these example one on one meeting templates that we have created to help you devise the most effective one on one meeting possible. Adopt and adapt the template that you think best fits your organization.

    Here are some questions and discussion topics which you can use in your one on one meetings. Topics range from conversational to build relationshipsto more in-depth questions about strategy:. Joseph Garvey. Sign up for our newsletter to stay up to date.

    We care about the protection of your data.As a result, you can improve profits, reduce employee turnover, and increase the value of your business. Download this one on one meeting template and follow these proven management tips to engage your employees, hold them accountable, and achieve your business goals.

    To build a highly engaged workforce, you need a deliberate strategy to create a positive corporate culture and happy employees who have a sense of purpose. Start with a monthly high level one on one meeting with each manager to review their top 5 goals.

    These should be aligned with your overall business goals. This one on one meeting is different than an employee review process. These management questions allow your manager to express ideas and concerns. Encourage them to bring up obstacles that may be holding back progress. Listen to their thoughts on ways you can improve your processes. Although you may feel the urge to comment quickly, resist providing commentary until your employee has had a chance to speak fully.

    You want your subordinates to say what is on their mind. Your one on one meeting frequency may be different for each manager.

    Use the concept of interval of control to identify the right amount of time between meetings with your staff. Too many frequent meetings may convey a sense of micromanaging. However, some team members may need more frequent meetings than others. If you find someone drifting off course or not delivering results on time, shorten your interval of control.

    Change the meeting frequency to weekly or bi-weekly. If your team feels that they will be reprimanded for anything that could be perceived as a problem, they will be reluctant to tell you about it early on — or ask for help. At first, managers were reluctant to embrace the idea of discussing problems.

    He kept encouraging his team to talk about setbacks or challenges. Eventually, one manager spoke up with an issue he was facing that would affect delivery of one of their truck product lines.

    He marked it yellow.The one-on-one meeting is one of the most important tools managers have with their teams. It's a dedicated, recurring time to discuss issues, develop a strong relationship, and ensure goals are on track to being met. They are where you can ask strategic questions such as, are we focused on the right things?

    And from a rapport point of view, they are how you show employees that you value them and care about them. Choose a consistent time, usually between minutes, every week or two. Depending on the nature of your work, the time demands of the team, these one-on-one meetings can range from very frequent to infrequent, short to long. Also, this can change over time. Some managers choose to set up frequent s as a once or twice a week with a new employee as they get ramped up.

    While this may sound like a lot, it gives them the opportunity to touch base frequently and then they can ramp it down over time as needed. Experiment with the frequency and length of your meetings and feel free to change it over time. When running s, a common complaint is that they are often canceled. Don't be a manager who is guilty of this, because it affects employee morale and performance over time.

    If you need to move a meeting, reschedule it, don't cancel it. Be present and focused during theand consider even having the meeting away from your desk if it's necessary. Head outside for a walk. Ensure there is privacy if you need it. Wherever and however you hold it, it should feel like a dedicated personal interaction between a manager and employee. Set up a shared meeting agenda document to help structure your discussion time.

    Rather than wasting precious minutes giving status updates that can easily be communicated over email, a shared meeting agenda can help streamline this by identifying what topics are on deck to be discussed and making sure you address the most important ones.

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    Get this prepared before the meeting. Both the manager and the employee should contribute topics, and it should be collaborative. Consider using a tool like Notejoy for maintaining collaborative notes that you can edit together in real-time.

    Have decisions been shared with everyone who needs to know? If you missed the meeting, how can you catch up on the details? Ensuring that the right people have access to information both in the meeting room and after is vital to operating a successful organization.

    one to one staff meeting template

    Notejoy is an effective solution for teams that want to manage their meeting agendas and notes to get and stay on the same page. It fundamentally changes the way that work is done.

    Real-Time Collaboration - As a cloud-based solution, Notejoy allows you to share your meeting agenda in advance with internal and external collaborators.

    These collaborators can view, discuss, and comment on meeting agendas as well as view the latest version.One-on-one meetings are a great way to build relationships between managers and their team members, address workplace issues, and keep employees engaged.

    One on one meeting templates to make your life easier

    These kinds of meetings are suitable for a range of personal topics, from how an employee is feeling at work, to what their career goals are, to providing feedback about challenges and how they might behave differently in the future. They can vary based on the roles and relationships of both parties, as well as whether the team member is remote, and how often the one-on-one meeting is occurring, whether that be weekly, monthly, and so forth.

    Below are sample one-on-one meeting agendas for you to use depending on what is most appropriate in your circumstance. Discuss how the time between this meeting and your last one has been. What has excited, frustrated, engaged, or bored you and the other meeting participants?

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    What is your team struggling with? Where are they finding success? Review your short and long-term goals. How are you progressing towards them? What short-term goals or interim milestones on long-term goals have you reached? How can we work together more effectively? How can I support you better? How are both of you feeling at work? Anything new?

    Anything exciting planned? Take some time to catch up with each other. Have any issues or challenges come up since the last one-on-one? How can we help? What have we accomplished since our last meeting?

    What valuable lessons were learned? What are the most important things we'll focus on going forward? Are there any new objectives? How do these fit into the short-term and long-term goals?

    What steps must be taken to make progress on our goals?

    One On One Meeting Template for Goal Setting and Accountability

    List them here as well as who is responsible for what. Set clear expectations and timelines. What was mentioned that should be noted and deferred? Is there anything either party would like to discuss during the next one-on-one? Is there any other noteworthy feedback? How can we help each other be more successful? How will we keep in touch and stay up-to-date about progress?

    Should we schedule another one-on-one? Ask your team member about the highlight of their week this doesn't need to be restricted to work; anything will do.

    Try to keep to a few minutes for each issue and not get bogged down in minutiae. For clear asks, give an immediate response or create a follow-up task. Otherwise, we recommend helping people come to their own conclusions, it'll foster a sense of healthy independence.

    Preferably whatever they come up with should be related to their OKR's. Jot down the three tasks in your project management system, set the owner, and the due date for the next one-on-one.

    Be extremely candid and clear with your critical feedback, leave no room for interpretation.


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