One of my coaching clients was recently promoted to a leadership position and wanted to learn more about effective one-on-one meetings with her direct reports.

Having endured her own share of uninspiring meetings with previous managers, she often found these meetings were overly task-oriented, leaving her wondering whether a simple email update would have sufficed.

Wow, what a missed opportunity!

Now, let me share my approach to conducting one-on-one meetings.

Celebrate and Appreciate Them
There is ALWAYS something to celebrate and appreciate about your employees. Starting the meeting on a positive note activates neurochemical changes that enhance focus, creativity, problem-solving, and decision-making capabilities. 

So, start the meeting by acknowledging recent successes with specific and authentic positive feedback. Help the employee connect their contributions to the overall impact. 

I like to ask the employee, “What is your proudest-proud since the last time we met?” This helps them reflect on their accomplishments, even the small ones. And it enables you to understand what they value.

Empower Them
Invite the employee to create the agenda. Ask what they need most from your time together and let them prioritize your discussion topics. 

Coach Them
Instead of simply giving answers to their questions, adopt a coaching approach. Try flipping the script the next time they ask you, “How do I….?” by responding with, “What ideas have you already considered?” Encourage them to find the solutions within themselves by continuing to ask probing questions. They may not approach the solution the same way you would, and that’s okay.

This coaching method is equally effective for offering constructive feedback. Encourage them to evaluate what went well and where they see opportunities for improvement. When they self-identify improvement areas, they are more committed to making those improvements.

Support Them
Throughout your conversation, listen for opportunities to provide support. Listen not only to their words but also to their body language, and consider what you know about them. Actively seek signs of their unspoken needs.

• Do they need more clarity on your expectations and due dates?
• Do they need additional resources or training? 
• Do they need help prioritizing to combat overwhelm? 
• Do they need you to help remove roadblocks?
• Do they need reassurance to boost their confidence?
• Do they need a new challenge to keep them engaged and learning?
• Do they need a break from challenging assignments to catch their breath?

You demonstrate your commitment to their professional growth and well-being by offering support in response to these subtle cues.

By following these steps, you can transform your one-on-one meetings into meaningful, empowering, and productive interactions that will benefit both you and your team members

Wishing you the best!