1-on-1 meetings. Everyone says they're great, and you want to try them, but you have no idea how to start or what makes them effective?
Don't worry, we'll show you how to conduct 200% satisfying 1-on-1 meetings using flex :) We've compiled the key checkpoints for leaders and team members at each stage, so try applying them starting from your next 1-on-1.
1-on-1 D-5
Align expectations with each other
Leaders/Team members should
- Record the background of the request and the topics you'd like to discuss in advance, then send the 1-on-1 request.
- If this is your first request, think about how often you'd like to meet and create a recurring schedule.
There are two things to remember when requesting a 1-on-1.
1. Send it in advance
"Team lead, I have something I'd like to talk about... Are you free around 3?" Imagine how the person receiving this feels. What topic do they want to discuss? What about the work I had planned for 3? Their mind becomes cluttered. To allow both parties to prepare and engage in the conversation, please schedule the 1-on-1 a few days in advance rather than on the same day, saying "I'd like to discuss this topic." In flex, you can record the background of your 1-on-1 request in the request message, or write down the topics you'd like to discuss in the generated 1-on-1 note in advance.
2. Schedule recurring 1-on-1s
Regular conversations between leaders and team members are extremely important. However, in the midst of busy work, it's easy to forget that "we need to have a 1-on-1" or to postpone it thinking "let's do it next time since we're busy." But if you keep postponing 1-on-1s, small differences in thinking between leaders and team members can grow into major gaps, potentially causing conflicts. In flex, you can automatically create 1-on-1s at your desired frequency. Use this feature to make 1-on-1s a habit.
1-on-1 D-1 Update your status and review the discussion topics once more
Leaders should
- If the team member has written down topics, read them in advance and organize your thoughts on those subjects.
- Assess the team member's current status and add discussion topics if needed.
Team members should
- Update your goal achievement status in flex.
- Review whether there are additional topics you'd like to discuss and record them.
Always remember that 1-on-1s are spending valuable time for both leaders and team members. The moment you think "I'll just chat casually about how things are going," it can become meaningless time for everyone. The most important mindset is that not preparing for a 1-on-1 is a loss.
For more meaningful 1-on-1 time, if your organization has goals, try creating a routine of reviewing goals through 1-on-1s. If you subscribe to flex's performance management module, team members should update their goals in flex. Leave comments about what efforts you've made, what the results were, and what concerns you have. Based on this, leaders can understand the current status of team members' goals in advance. During the 1-on-1, you can talk about what to try to get closer to goals, rather than just assessing the current situation.
If your organization doesn't have goals, write down topics you'd each like to discuss in advance. If you're unsure what to write, you can refer to flex's recommended questions. Reading through topics the other person has written down and organizing your thoughts beforehand will help you use the time more efficiently. It also prevents the conversation from drifting to unintended topics during the 1-on-1.
If you've thought about it thoroughly and there are no particular topics for the day, feel free to skip the 1-on-1. It's much better to have a 1-on-1 when there's something to talk about than to do it out of obligation.
1-on-1 D-day Derive action items, even for small things
Leaders/Team members should
- Review the results of action items from the previous 1-on-1.
- Create action items for new things worth trying.
Action items are the highlight of 1-on-1 meetings. Even if you identify problems, nothing changes without action items. Follow these three practices to make the most of action items.
1. Review action items
Record whether the action items created from the previous 1-on-1 were actually effective using the traffic light system. When you review them all at once later, you'll be able to identify which action items work best for each person.
2. Create achievable action items before the next 1-on-1, even small ones
Action items don't need to be grandiose. The smaller, the better. Through action items, team members can experience small wins, and leaders can earn team members' trust by keeping small promises. In the 1-on-1 note, drag the content that would make a good action item and click "Create Action Item." You can create an action item in just one second!
3. Always follow through on action items
In flex, you can send created action items as to-dos. Since you can check them on mobile too, you won't forget to try them before the next 1-on-1, right? When you mark a to-do as complete, it's also marked as complete in the 1-on-1 note, so use it conveniently.
After the 1-on-1... Organize your notes for next time
Leaders should
- Give your 1-on-1 note a title. It will be helpful when reviewing the history later.
- If you're curious whether today's discussion was well communicated, request feedback from the team member.
Team members should
- If feedback was requested, leave your thoughts for better 1-on-1s.
The records of recurring 1-on-1s will become invaluable treasures later. Use flex to organize them conveniently and neatly.
In flex, it's easy to browse past 1-on-1 history at a glance. But as the history accumulates, it'll get harder to remember "What did we talk about back then?" To prepare for that, give this 1-on-1 note a title. You'll be able to find it quickly when needed.
In flex, leaders can request feedback on today's 1-on-1 from team members. Record what problems were resolved through the 1-on-1 and what issues still need further resolution.
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