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One on Ones, Check Ins, Performance Meetings, whatever you call it, you should be meeting with your employees regularly. Here’s a few tips to help ensure you have productive, efficient, effective, successful one on ones with your employees. These are from an excellent book called Glad we met by Steven Rogelberg who researches workplace meetings.

First tip, take away is Talk Less, listen more
Talk less than 50%, it actually feels good to talk about ourselves and have someone listen, so allowing your employee this time can often improve their mood and engagement. You can start with Asking how it’s going and ask for their ideas and insights about how to improve.

Gallup data shows you increase engagement if you meet every week or every other week. If you wait for once a month or every other month, there’s a thing called recency bias where you tend to only focus on and discuss the things that happened recently. Sometimes that’s all you have time for but if you can get to more frequent, it’s better for engagement. Rogelberg recommends you actually survey your employees to find out what they prefer.

As far as time, I would try to keep that at an hour or less. This can really depend on how often you are meeting and the content that needs to be discussed. You may only need 15 minutes to briefly check in, if you are meeting once a week, but you may need an hour if there is a considerable amount of discussion and/or you are only meeting once a month.

An agenda is needed. I know a lot of folks like to say that they want to keep it open and not structured but research over and over has shown having an agenda, even for a one on one meeting, is a strong predictor of effectiveness. It’s recommended you involve the employee in setting the agenda in some way. Here’s some simple questions to ask before the meeting;
What would you like to talk about today?
Any problems or concerns you would like to discuss?
Anything I can assist you with?

An agenda along with preparation of some sort ensures you are addressing all the items that need attention. This often means discussing performance in some regards. It’s recommended you pick your battles however, especially if you have some clear areas of performance for the employee to work on. There’s nothing worse than every meeting with your boss leaving you feeling defeated, undervalued, and overwhelmed by feedback. The goal of the meeting should be to bring things to your employees attention while also leaving them feeling energized and motivated to continue to progress towards success.

It’s recommended you dedicate 5 minutes to something not tactical or maybe every fourth meeting to long term goals and development.

A one on one is a dance, it’s a back and forth. Again talk less than 50%. Your role as a leader is not to dump information and tell everyone what you think but get information to help guide decisions and solve problems. The only way to do this is shut up and ask more questions.