What is a 1-on-1 Meeting?

A 1-on-1 meeting is a scheduled conversation between a manager and an employee. It is an opportunity to step away from the bustling day-to-day operations and focus on individual concerns, professional development, feedback, and relationship building. 

These meetings are not just about reviewing performance but also about facilitating open communication and supporting employees in their roles.

The Why: Purpose of 1-on-1 Meetings Explored

The 1-on-1 meetings carve out a necessary space for deeper connection and tailored communication between managers and their team members. 

1. Personalized Feedback 

One of the most valuable aspects of a 1-on-1 meeting is the opportunity it provides for personalized feedback. In a group setting, feedback can often be generalized, failing to address individual strengths or areas for improvement. 

However, 1-on-1s facilitate a space where managers can provide tailored advice and recognition that targets the unique contributions and challenges of each employee. 

This type of feedback can focus on the specifics of the employee’s performance, behavior, and impact on team dynamics, ensuring that it’s both constructive and actionable.

2. Clarification of Expectations 

When employees clearly understand what is expected of them, they are more likely to meet or even exceed those expectations. 1-on-1 meetings enable managers to allocate roles and responsibilities transparently. 

During these sessions, employees can ask questions and delve into the nuances of their tasks and objectives. It is also an ideal time to realign the employee’s efforts with the company’s goals, ensuring that every project or task contributes to the broader mission of the organization.

3. Facilitating Growth 

Employees with a clear career trajectory are usually more motivated and engaged. 1-on-1 meetings offer the platform for discussing not just current roles and responsibilities but also future aspirations. 

Employees can express their goals and ambitions while managers can play an instrumental role in identifying opportunities for skill development. Hence, these meetings can help employees visualize their future within the company and stay motivated to achieve their career objectives.

4. Problem-Solving 

Workplace issues, whether they’re interpersonal, technical, or procedural, can impact productivity and morale. A 1-on-1 meeting is a chance to address such concerns head-on before they escalate. 

By discussing problems in private, employees may feel more comfortable sharing their genuine thoughts. Managers, in turn, can provide immediate support, whether it’s offering solutions, reframing the issue, or taking note of the problem for further action. 

This timely intervention can avert larger crises and contribute to a smoother work environment.

5. Boosting Engagement 

Through 1-on-1 meetings, managers can convey to employees that their work is significant and valued. Acknowledging individual efforts reinforces the idea that each employee plays a critical role in the company’s success. 

It also provides the manager with insights into what motivates each team member, which can be used to tailor incentives and recognition programs that further enhance engagement.

6. Building Trust 

The foundation of any successful professional relationship is trust. Regular, candid 1-on-1 interactions cultivate a sense of security and openness. They allow both employees and managers to express concerns, ideas, and feedback without the fear of public criticism or embarrassment. 

This kind of rapport doesn’t develop overnight. However,  the consistent practice of personalized meetings can gradually create a trusting bond. 

When employees feel that their managers are trustworthy, they are more likely to exhibit loyalty, honesty, and a willingness to go above and beyond for their team.

The How: Structuring a 1-on-1 Meeting

While the format and frequency of 1-on-1 meetings may vary depending on the company and the individual involved, some general best practices can ensure these meetings are effective.

Schedule Regularly

Whether weekly, bi-weekly, or monthly, keeping these meetings consistent is key. They should be a protected time on both the manager’s and employee’s calendars.

Prepare in Advance

Both parties should come prepared with topics to discuss. An agenda can help keep the conversation focused, though it’s equally important to leave room for organic discussion.

Ensure Privacy

Conduct meetings in a private environment where confidential matters can be discussed openly without concern of interruption.

Listen Actively

Managers should primarily listen, allowing the employee to express concerns, ideas, and feedback comfortably.

Set Action Items

Conclude the meeting with a clear understanding of any agreed-upon action items or goals to pursue before the next one-on-one.

The Potential Pitfalls of 1-on-1 Meetings

While 1-on-1 meetings are meant to build relationships and improve performance, if not conducted properly, they can leave negative effects. Here are some potential pitfalls that can diminish the effectiveness of these meetings:

1. Dominating the Conversation 

One common mistake is when managers take over the conversation, leaving little room for the employees to speak up or share their thoughts. This practice can turn what should be a collaborative encounter into a one-sided lecture. 

To avoid this, managers need to actively listen and encourage the employees to express their ideas, concerns, and feedback. The meeting should be a dialogue, not a monologue, to ensure that it’s a balanced exchange where both parties benefit.

2. Neglecting Frequency 

Inconsistency in holding 1-on-1 meetings can be interpreted as a lack of importance being placed on the employee’s development and well-being. It may lead to employees feeling undervalued or neglected. 

Regularly scheduled 1-on-1s indicate that the company is committed to investing time in each team member and that their growth and challenges matter. To foster a consistent environment, managers should establish and adhere to a predefined schedule.

3. Lack of Preparation 

Both parties should come to the meeting prepared. A manager who arrives unprepared can inadvertently convey a message that the employee’s time and development are not important enough to warrant preparation. 

Similarly, when employees are unprepared, it can result in unproductive and unfocused discussions. 

Before the meeting, a manager can review previous discussions, the employee’s recent performance, and any relevant data. Employees should be encouraged to come up with their own points for discussion, such as updates on projects, challenges they are facing, and questions they may have.

4. Avoiding Difficult Conversations 

1-on-1 meetings are an ideal setting for addressing challenging subjects, including performance issues, conflicts with coworkers, or career concerns. When these are avoided, it can lead to lingering problems and deteriorating situations. 

Difficult conversations are crucial for growth and solving issues before they amplify. 

A successful approach is to tackle these issues with empathy, clear communication, and a focus on finding solutions or compromises.

Exercise the Best HR Practices with Tarmack 

Employers create a culture of growth, satisfaction, and excellence when they offer individualized attention. 

Whether managing a small team or overseeing a large corporation, personal check-ins reveal success strategies for both your employees and your entire business. Ultimately, ensuring every employee feels recognized, heard, and appreciated signifies utmost professionalism.

Partner with us at Tarmack and pave the way for your business growth by benefiting from a cohesive exercise of the best HR practices at every step.