What’s the best way to run 1:1s?

Are you a manager wondering how to run 1:1s? Is it hard to keep your team members on track in short conversations?

OR are you wondering how to best make use of the time you have with your manager?

Here are a few tips that worked for me & some of my clients.

Frequency

I recommend a 30 minute meeting once a week. As a manager, please DO NOT RESCHEDULE. It is often demotivating for the team members when their manager reschedules their 1:1s. Do not ask your team member - “do you have anything for our 1:1 or shall we skip?” Most likely, they’ll feel that you’re uninterested and they’ll give you a free pass.

If you really need to reschedule, then offer the soonest available slot and apologise with an honest excuse!

Who leads the meeting?

From experience, I realised that it depends on the proactivity & whoever needs the structure the most. So if there is no structure and you feel like you might benefit from one - take the lead and suggest a new structure for these calls.

How to structure the meeting if you are the Manager?

  • [Show that you care] - Life Check-in
    For example: how are you? how was your weekend? show you remember something about them! - no need to fake it. only do this if you are genuinely curious. & if you are not - reflect on why and try to do something about it.

  • [Big Picture] - Provide context
    For example: Share info and positive comments from the leadership team’s meeting on project X’s impact)

  • [Feedback] - Share appreciation, coaching, or evaluation if necessary

  • [Check In/Catch up] - What have you been up to?

  • [Check In/Catch up] - What are your next main priorities?

  • [Remove roadblocks/obstacles] - What can I help you with?

  • [Administrative] - Share any upcoming company dates or info.

  • [Accountability] - Share any follow-ups [ex. Follow-up on ABC discussion from last week 1:1]

  • [Expand] - What else?

  • [Check for your effectiveness] - Is there anything I should be doing for you that I am not doing?

  • [Check for the company’s effectiveness] - What, if anything, feels harder than it should be in your day-to-day work?

How to structure the meeting if you are the Team Member?

  • [Show that you care] - Life Check-in
    For example: how are you? how was your weekend? show you remember something about them! - no need to fake it. only do this if you are genuinely curious. & if you are not - reflect on why and try to do something about it.

  • [Check In/Catch up] - What did I do last week? Update on Project Y, Z..

  • [Check In/Catch up] - What I plan to do this week? Deliver design document for v2.0 of project X

  • [Remove roadblocks/obstacles] - Flag any issues [ex. possible delay on sub-project of Project Y]

  • [Accountability] - Share any follow-ups [ex. Follow-up on ABC discussion from last week 1:1]

  • [Feedback] - Ask for feedback [ex. do you have any reflections on X]

  • [Check for your effectiveness] - Is there anything else you’d like me to focus on or do differently?

  • [Expand] - Anything else [ex. Discuss interest in doing project with team C]

Remember to reflect and experiment

These are only suggestions. Duplicate this list and make it your own. Test out what works and what doesn’t. Bring in your own voice and values. You can do it & your team will appreciate it! You don’t need to cover all the points in every catch-up - this is just a general direction.

Thoughts / Comments?

Good luck! If you have any feedback or thoughts on this structure, please me know! What worked for you? What didn’t work so well?