I was chatting with one of our small business clients the other day, who was proudly (and rightly so) telling me of his success since implementing regular one-on-one meetings with his team. He mentioned the benefits of the meetings in terms of maintaining relationships with his team (who regularly work remotely), helping them keep on top of things, give and receive support as required, and ensure current work priorities are clear.

While, to his credit, he’s developing a healthy habit and improving the value of his business, we sometimes find that the owners and managers of small to medium-sized businesses either don’t realise the benefits, or just don’t prioritise their time to conduct regular one-on-one meetings with their team. If that sounds like you, read on!

  1. Improved Communication = Improved Relationships: One-on-one meetings provide a dedicated and regular space for open dialogue between you and your team members. They facilitate a deeper understanding of individual roles and responsibilities, allowing for the exchange of ideas and addressing smaller concerns that might otherwise go unnoticed (and potentially turn into more sizeable issues).
  2. Setting Clear Expectations: One-on-one meetings are pivotal to establishing clear expectations (a key component of the Success Through People Model). By focussing discussions on goals and responsibilities, you can ensure that your employees are absolutely clear on what is expected of them, reducing ambiguity and enhancing performance.
  3. Building Accountability: Regular check-ins also help foster a culture of accountability. By discussing progress and providing feedback, your employees are encouraged to take ownership of their tasks and outcomes. This not only boosts morale but also drives productivity and engagement across the team.

Regular, short and sharp one-on-one meetings (or “check-ins”) are in our experience more productive and efficient than a full-on annual review process (that said, we sometimes also recommend annual or 6-monthly formal reviews, particularly if regular one-one meetings don’t happen, and/or annual performance reviews are directly tied to remuneration reviews).

Depending on the nature of the business, and the current frequency of contact, we’d typically suggest fortnightly or monthly one-on-one meetings, of 30-45 minutes duration.

Preparation:

      Have a Clear Agenda: Have a standard list of topics to discuss, so that both parties are aware of what will be discussed and come prepared. If there are specific issues to be discussed in a particular meeting, be sure to communicate this in advance to your team member. Standing agenda items might include, for example:

      Check-In & Personal Updates

        • How is the employee feeling personally and professionally?
        • Any specific challenges or wins they’d like to share?

        Review of Current Projects/Tasks

          • What progress has been made since the last meeting?
          • Are there any roadblocks or challenges preventing progress?
          • Is additional support needed to move forward?

          Priorities for the Fortnight/Month

            • What are the key tasks and goals for the upcoming period?
            • Any deadlines or high-priority work that requires particular focus?

            Feedback on Recent Work

            • Offer specific feedback on what’s going well.
            • Discuss areas for improvement or where adjustments might be necessary.

            Further Tip: Also in advance of the meeting, gather any necessary data or reports that might help to inform the discussion. This ensures the meeting is grounded in facts and provides a solid basis for decision-making.

            Practice Active Listening:

              • Engage Fully: During the meeting, give your full attention to the employee and the process. Avoid distractions/interruptions and focus on understanding their perspective. This helps to build trust and demonstrate that their input is valued.
              • Ask Open-Ended Questions: Encourage you employee to share their thoughts by asking them questions that require more than a yes or no answer. This can lead to more meaningful conversations and insights.

              Have Actionable Takeaways:

                • Summarise Key Points: At the end of the meeting, recap the main discussion points and agreed-upon actions. This ensures both parties are aligned and clear on the next steps.
                • Set Follow-Up Dates: Establish a timeline for reviewing progress on key action items (which may or may not be your next one-on-one meeting). This keeps momentum going and shows commitment to continuous improvement.

                Be Consistent:

                  • Schedule Regular Meetings: Consistency is key. Whether weekly, fortnightly or monthly, regular meetings help maintain a steady flow of communication and prevent issues from escalating.
                  • Adapt as Needed: Be flexible and willing to adjust the meeting frequency or format based on the employee’s needs and workload.

                  Incorporating regular one-on-one meetings into your management routine can significantly enhance team performance and engagement. By setting clear expectations and fostering accountability, these meetings become a powerful tool in driving the success of your business.

                  If you’re ready to build your leadership effectiveness and/or elevate your team’s performance, Success is Through People is here to help. Contact us to schedule a complimentary call and chat through the options.