World-class leaders run effective meetings and empower their teams. Here are 7 tips for upgrading your 1:1s.
Schedule 1:1s on a Recurring Basis
Don’t be an unwanted surprise manager that derails your team’s productivity, by interrupting them for 15-minute ad-hoc check-ins here and there. Figure out how long you need to meet with each of your team members and at what cadence, then get it on the calendar as a recurring calendar invite so you both are aligned on when you will be meeting.
Things will come up and you’ll have to cancel or shift your 1:1s from time-to-time, set an expectation now that both of you will share if a shift is needed as soon as one of you now and preferably no later than the day before.
Have your direct report own the agenda
Your 1:1 is time to support your direct report. Have them own and prepare the agenda in advance so you can hit the ground running. Key items to include in your 1:1 agenda are items such as:
- Objectives
- Project Updates
- Action Items
- Blockers
- Feedback
- Suggested Next Steps
Bonus points if you turn this agenda into a pre-reading. More on that in our next tip.
Avoid Status Updates
Your focus during the 1:1 should be on moving your direct report forward, not listening to a long list of status updates covered in the agenda pre-reading.
Read through the agenda in full before the 1:1 and come ready with questions for your direct report. Your goal is to listen, remove blockers, and offer tailored support.
Ultimately, you want to show up as a coach so that you empower your direct report to be a problem solver instead of relying on you for the answer every time.
Be Coach-like
If you want a team that will solve problems as opposed to create them, keep your advice monster at bay. Listen to what challenges and opportunities your direct report is sharing and instead of solving things for them, put your coach hat on and ask questions to help them decide on the next steps.
A few of my favorite coaching questions to use in 1:1s:
- What’s the real problem here?
- What are a few ideas you have for solving this problem?
- If anything, what are you taking away from this 1:1?
- What support do you need from me with your next steps?
- How can I make your job easier this week?
Give/Receive Feedback
Feedback is a gift. Top performers crave it to grow and poor performers need it to improve.
Implement the Like/Wish That Framework in your 1:1s. It’s as simple as taking time for both you and your direct report to share “I like that…” and “I wish that…” on a regular basis.
You as the leader will have to model this behavior first to earn trust with your direct report so that they feel safe sharing feedback with you.
Establish Accountability
Great ideas don’t matter if there is poor execution. Hold the last 10 minutes of your 1:1s to have your direct report share their next action items. A complete action item should include the following:
- What task specifically will be done?
- Who is the single owner for this task?
- By when will the task be completed (day/time)?
- Once the task is completed, what next?
These action items should be documented in writing to minimize confusion and be followed up on through a progress report at the start of the next 1:1.
Respect Your Scheduled Time
Early in my career, a mentor of mine gave me this advice: “The only way to be on time is to be ahead of time.”
There is a business case to be made for punctuality. Being on time indicates that you are prioritizing the meeting. This is also a great principle to role model for your team.
You would be understandably upset if your team were regularly late to client meetings. Lead by example and model the way for your team.