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One-on-one meeting is a powerful management tool. It allows to take stock with your collaborator and establish clear objectives to be achieved in order to increase his productivity and efficiency.
These meetings can be perceived in different ways depending on which company you work for. Sometimes they are considered as working meetings and in other cases they are considered rather as a place to share ideas with your collaborator, a “quality moment” where everyone shares their feedback and positive and negative points to work on.
All this being very subjective, there is no universal guide to make a perfect one on one meeting with your collaborator because everyone adapts their operating methods; however, here are some tips to help you make these meetings as effective as possible.
“90 minutes of your time can improve your employee’s productivity for several weeks,”
For an optimal performance of your one-on-one meeting, your collaborator should:
You can start with a “temperature check“. Indeed, the general atmosphere is a criterion to be taken into account to complete successfully your meeting and guarantee you the 100% involvement of your collaborator.
Together, you will take a quick look at previous meetings so that you do not repeat what has already been said and focus on the agenda. It is essential to keep an history of past meeting topics to have a common thread.
Then, each in turn will present their ideas, their progress on the various action plans and suggestions for improvements concerning the internal organisation of the company. The idea is to create an atmosphere of sharing and listening where the manager and his collaborator can discuss freely.
Communication and trust are the 2 essential pillars to improve your company’s productivity. You must be able to accept that the other person does not agree and brings a different point of view; avoid as much as possible the “yes, but” and favour the “yes, or else”.
At the end of a one on one meeting, it is important to set “SMART” objectives to be achieved for the next meeting and to clearly define the action plans. A “SMART” objective must be Specific, Measurable, Achievable, Feasible, and Timely. If an objective meets these criteria, it should be accomplished without great difficulty. Knowing how to identify the obstacles that prevent the development of such objectives is essential.
In the idea of a one on one meeting, both the manager and the employee must be listened to. The two working together and sharing their ideas freely and detached from any personal interest. Listening is an essential element to exploit the creative ideas of both actors and keeping in mind the objectives to be achieved. Otherwise, we would rather speak of a “top-down meeting” where only one person intervenes.
The manager must be aware of the different risks that can be faced:
To facilitate these weekly meetings and their monitoring, you can use a collaborative tool to simplify the tasks that you and your team must accomplish. These collaborative tools allow in particular:
Finally, don’t forget that during these meetings, the manager’s ambition is in most cases to improve the company’s performance and to review the commitment of each team member. The objective is to solve problems and optimize the company’s management.
The one on one remains the most powerful tool to help you team overcome issues before it is too late.
To go further, read our blog on The importance of having a good tool to manage your activity.
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