5 Components of an Effective One-on-One Staff Meeting

Individual/personal staff meetings offer a lot of positive advantages to a work environment. For one, they help to foster stronger professional relationships and serve as a cornerstone of corporate policy regarding inter-office communication. They also create a better chain of command and communication within departments and groups or teams. 

Having clear and open dialogue can not only improve productivity but also increase employee morale. 

For the most effective one-on-one meetings, there are 5 essential aspects:

1. Setting a Clear Agenda

Having a clearly defined purpose for a meeting helps not only to keep it focused and on track, it also works to keep the engagement positive and constructive. An agenda, when shared beforehand, can serve as a roadmap for the meeting, guiding the discussion, and maximizing the efficiency of the meeting. This provides the opportunity to cover both immediate issues and long-term goals and ideas. 

2. Active Listening and Open Communication 

Encouraging an open, two-way discussion builds rapport and trust between not only the individuals involved specifically, but also for management and employees in general. And although many people may be familiar with the term “active listening”, not everyone understands what it means. 

Beyond simply sitting there stoically while the other person speaks, you actively participate in the conversation with them. Ask clarifying questions, engage in meaningful exchanges, and offer constructive feedback. This helps you to better see things from the other person’s perspective. 

3. Aligning Goals and Tracking Progress

Another key to having effective one-on-one meetings is to keep them going! Follow up regularly on some of the specifics and details discussed. This helps to push through good ideas and advance projects, while also showing employees their contributions and concerns are valued and appreciated. 

One way to do this is to dedicate a portion of the meeting to discussing the mutual goals of the employee and the company. Once these goals are properly aligned, you can develop a plan to execute them. Tracking the results keeps all parties motivated and accountable. It also serves as a way to identify obstacles and reallocate resources, if necessary.

4. Professional and Personal Development and Growth

These more personal meetings are a great place to home in on an employee’s professional development. This should be a safe space where aspirations and expectations can be openly discussed. Additionally, it can also be a good place to go over the work-life balance and make sure your employee gives their mental and emotional well-being the attention it deserves.

5. Following up on Action Items

Earlier, we mentioned tracking progress as an important aspect of personalized staff meetings. But it’s wise to follow up on a broader overall spectrum to check in on specific assignments, deadline updates, and to clarify existing or delegate new parameters and/or responsibilities. It’s best to document and record this information for future clarity.

Creating Perpetually Effective One-On-One Meetings

Hosting impactful meetings with your employees hinges largely on one thing; trust. Without it, you can employ all the leadership techniques you know and it won’t make a difference. When employees are made to feel heard, and they see that their concerns are addressed when made known, it opens the door to effective and productive communication.