3 Ways to Improve Your 1-1s with Team Members

Effective leadership is the cornerstone of a thriving workplace. When employees feel valued, heard, and supported by their managers, they are more likely to stay in their roles and contribute to the organization's success. One powerful tool in a leader's arsenal for nurturing these vital relationships is the 1:1 meeting. Over the last decade, our team has learned a lot about what makes these meetings effective, and I’m happy to share what we’ve learned. We will explore the common pitfalls of 1:1 meetings and provide you with three actionable ways to enhance your 1-1s with team members, ultimately fostering a culture of trust and growth.

3 Common Pitfalls of the 1:1

Before we dive into the strategies for improvement, let's address some common pitfalls of 1:1 meetings. These issues can hinder the effectiveness of these interactions, leading to missed opportunities for connection and development.

Frequency and Timing

One of the most significant challenges is finding the right balance in the frequency of 1:1s. Some managers conduct them too often, overwhelming their team members, while others schedule them infrequently, missing out on regular opportunities for communication and feedback.

Lack of Agenda and Purpose

Many 1:1 meetings suffer from a lack of structure. Without a clear agenda or purpose, these meetings can become unfocused and unproductive, leaving both parties feeling frustrated.

Compliance vs. Effectiveness

Some leaders approach 1:1s as a box to check rather than a meaningful opportunity for growth. This compliance-focused mindset can lead to superficial conversations that don't address the deeper needs and aspirations of team members.

how to improve 1:1 meetings

Now, let's explore three ways to improve your 1-1s and avoid these common pitfalls.

Tip # 1: Always Anchor to Purpose

To make your 1:1 meetings more effective, start by anchoring them to a clear purpose. Ask yourself why you are meeting with this specific team member. While there are general benefits to 1:1s, such as fostering open communication and alignment, consider the unique characteristics of the individual you'll be meeting with.

Take into account their work style, strengths, areas for growth, and the state of your relationship. Do you need to build more trust, or is there a specific skill or goal you want to address? Set a clear intention for the meeting, so both you and your team member understand its objectives from the outset.

Tip #2: Balance Relationships and Skills/Goals

A key mistake some leaders make during 1:1s is focusing solely on work-related matters. Remember that you are conversing with a human being with a life beyond the office. Take the time to get to know your team members as an individual. Learn about their interests, concerns, goals, dreams, stressors, and joys that extend beyond their job.

Be a curious coach rather than a busy boss. In these meetings, prioritize listening over talking. Encourage your team members to share what's going well, what's not going well, where they feel stuck, and how you or others can provide assistance. Ask about their relationships with the team, their future goals, and the skills they need to reach those goals.

Additionally, seek feedback from your team members on your leadership style and the effectiveness of the meeting. By engaging in open dialogue, you can continuously improve the 1:1 experience.

Tip #3: Follow Through on Commitments

One of the most critical aspects of effective 1:1 meetings is ensuring that commitments, tasks, and goals are addressed and tracked. It's essential to follow through on any action items that arise during the conversation. Capture these commitments and tasks in a way that allows easy reference in future meetings.

At Rhythm Systems, our 1:1 meeting feature in the Rhythm software provides a template of best practice questions to guide the conversation. You can quickly record notes and tasks for follow-up, ensuring that nothing falls through the cracks.

In conclusion, 1:1 meetings are a powerful tool for building trust, fostering growth, and enhancing the manager-employee relationship. By avoiding common pitfalls and implementing the three strategies discussed above—anchoring to purpose, balancing relationships and skills/goals, and following through on commitments—you can transform your 1-1s into meaningful, impactful interactions that contribute to a culture of collaboration and continuous improvement in your organization. Remember, investing in these relationships is an investment in the success of your team and your organization as a whole.