How to Set Up 1-on-1 Meetings with Employees

One-on-one meetings are amongst the most important tools a manager has and one of the best ways to ensure high individual and team performance. They help build trust, align Individual Goals with Team Goals, discuss mindsets, and maintain good communication with each team member based on transparency.

You can reduce your prep time with our powerful Conversation Engine, which gives you dozens of Suggested Talking Points proven to drive productive conversations, and our different 1-on-1 templates for specific topics that will allow you to start a meeting with a pre-made agenda. 

 

Step 1: Choose your Team Member

Upon selecting a Team Member in the left-hand employee list, you'll be able to Plan a 1-on-1 with the selected employee. 

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After clicking on Plan 1-on-1, you'll be prompted with two options to start creating your agenda. Choose if you'd like to start your agenda from scratch or a template:

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Create and Save Your Own Templates! 

The pre-made templates offer a wide variety of meeting examples for you to follow and edit as you see fit. You also have the ability to create and save your own templates for yourself or for the Organization to use. You can make one from scratch or base it off a current template offered by Officevibe. Once you've finished customizing it, you can click on Save as a template, where you have the option to save it as a personal or public template:

 

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Once saved, you will be able to find it again in the template section when you are ready to schedule your next 1-1 meeting!

All the templates shared for everyone in the organization can be found under "From my Organization," and your personal templates can be found in "My Templates". 

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Step 2: Add Talking Points in Collaboration with the Team Member

On this page, you can give a title to the Agenda, add talking points, and set the date of the meeting.

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Not quite sure how to plan for your 1-on-1? We have got you covered and have included some suggested talking points to ease the process. You and the team member can access the talking points by clicking on Suggestions.

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Our suggested talking points were created in collaboration with consultants such as NEV, who use neuroscience in order to improve team performance. These guided conversations revolve around goals and topics to broach for each team member, providing team members with greater role clarity.

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The Team members will also have access to the Collaborative Agenda to add talking points, ensuring all desired topics are addressed in their 1-on-1 meeting. This will allow the Member to contribute to their own development and allow both the Member and Manager to prepare in advance. 

Note: The notes in your Collaborative Agenda are not accessible by any other managers, even when a Member switches over to a new team. The Executive Managers and Administrators in your account also won't have access to them. We consider these to be private conversations you have with your Team Members so no one else can see them.

 

Schedule the 1-on-1

When you initiate a 1-on-1, you can schedule the meeting by entering the date, time, and frequency (if applicable) you prefer. It's also possible to download the calendar event by clicking on "Add to Calendar", and both participants will get a reminder 3 days before the meeting. 

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Step 3: Meet with the Team Member and set Action Items

Once you have entered all your talking points and are ready to start the meeting, click on Start 1-on-1. Here, you can check off the points you discussed from the collaborative agenda and add unplanned talking points that came up within the meeting. 

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As the discussion flows, action items can be created under the member profile as a result of what is discussed in a 1-on-1. You can keep track of the action items by clicking on the member profile from the left-menu panel.

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Step 4: Summarize the 1-on-1 and Add a Private Note

Before completing the meeting, we recommend taking time to summarize the discussion. You can add a summary that will be shared with the Team Members. Additionally, you can add a Private Note to which only you will have access.

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Once you have added all your summaries and notes, you can click on Complete meeting, which will notify the Team Member. The meeting will be saved, and you will both have access to the Agenda and the Action Items.

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On the left-side menu, by clicking on 1-on-1s, you will have an overview of all your meetings.

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Step 5: Prepare your next 1-on-1

Topics you didn't checkmark as completed will be saved under the suggestions tab. You’ll be able to add them to the next 1-on-1 Collaborative Agenda.

If you and your team member have decided to set some Action Items, you can add a “delivery” date to each item listed.

With the right approach, holding employees accountable instills a sense of clarity, spurs proactivity, and ultimately drives performance.

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If not already done - Set your Team Goals!

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