One on One Meeting Guide Template

OVERVIEW

The one on one is a 30 minute weekly catch up to allow for a personal conversation on a regular basis.

It is invaluable in establishing and clarifying standards, provide coaching, and giving and receiving of feedback.

It allows you to discover more about your team that can be valuable in supporting them in their immediate role and career. Allow time for personal details to be shared and never pry. Team members will open up if and when they feel they can trust you.

Set up one on ones on a regular schedule - same time, same day each week. This establishes a cadence and limits casual, less effective conversations, as the example below demonstrates.

I’d frequently get asked for a “quick corridor conversation”. I’d ask,“Is it urgent? Can it wait till our one on one?” If they insisted, I’d have the conversation. Later in the one on one, I’d explain how it hadn’t been urgent. Be cautious with your time.

KEY POINT: Only move one on ones for emergencies. Moving them for little to no reason, or as a personal preference, sends the message you don’t value them as a mechanism for communication and engagement.

A few years ago, the team I was in went through a tumultuous period. Our new manager committed to regular one on ones and took the time to reinforce how important these were. However, each initial meeting was postponed and, adding to that, we were responsible for rescheduling. It wasn’t a great start.

When you schedule, stick to the schedule!

One on ones will save time and surface genuine issues.

Be aware at the beginning, people may be reluctant to speak openly, but as time passes, all parties will value these conversations and how critical they are to operational success.