How to Have Effective One-on-One Meetings with Your Staff

Giving feedback to employees on their performance can be difficult, especially if it is due to underperformance. Without proper guidance, these meetings can quickly spiral out of control.  

Over the last 5 years we have seen a shift away from having just an annual performance review to having regular one on one meetings that are focussed, specific and goal driven.  Feedback works best when it’s a continual process, and not saved up for one or two formal feedback sessions throughout the year. Both giving and receiving feedback are fundamental skills for managing and improving performance and may link directly to the Performance Management Plan cycle.

To ensure that your one-on-ones are effective and meaningful, there are some key points you should consider when preparing for them.

Deliver Feedback Immediately

Feedback on performance must be immediate, this allows employees to improve their behaviour quicker.  If your business still runs annual performance reviews, there should be no surprises for the employee when these occur.  The longer the time, the less impact and credibility the feedback has, plus the harder it is to remember specific incidents. If the feedback is disciplinary related and it isn’t immediate it becomes questionable as to whether the issue warrants a disciplinary meeting.

The only time where such feedback should be delayed is if it would embarrass a person in front of others or where more information is required on the employee’s performance. 

Set Clear Goals

Your goals will vary depending on whether the meeting is just a weekly catch up, whether it is to discuss poor performance or whether it is a disciplinary meeting.  Regardless of the purpose you need to ensure you have a goal in mind for what you want to accomplish during the meeting.  It is good practice to share these goals at the beginning of the meeting so that everyone is aligned on what needs to be discussed by the time it’s over.  It will also help ensure that both parties are focused and on task throughout the conversation.

Encourage Open Communication

For any one-on-one meeting to be successful and beneficial for both parties involved, open communication is essential.  Encourage your employees to share their thoughts freely without fear of judgement or criticism from you.  If they feel like they can openly communicate their ideas without fear of repercussions, then they will be more willing to engage in meaningful conversations about topics relevant to their work performance and personal development.    This can then lead to a psychologically safe workplace.

Be Helpful & Constructive

Feedback should be directed towards behaviour the person can change and must be helpful not hurtful.  It should be given using positive, constructive language and tones that contribute to learning or development.  Make sure when delivering one on one feedback an employee the environment is free from distractions.   

Identifying and providing positive feedback to employees will reinforce and enhance their performance.  It will make them feel appreciated which ultimately helps with engagement.

Be Specific

Make sure you provide specific examples of good or poor performance.  In the case of positive performance, if you are too general an employee may not recognise they are receiving any recognition for their efforts and performance.

When delivering poor performance feedback, it is critical that your employees understand the consequences of their behaviour/performance.  You should provide suggestions for how they can improve only after the employee has had the opportunity to share how they think they can improve performance. 

Make sure it is Balanced.

We need to take the sandwich approach, especially if you are delivering feedback on poor performance.  Start with the positive, then provide constructive criticism and areas for improvement, then finish on a positive note. 

You need to be mindful not to overload the employee as it reduces the effectiveness and always remember to give the employee opportunity to respond to the feedback.

Objective not subjective

Be very mindful to focus on facts, not opinions, you do not want to let any unconscious biasness come into play, especially during a meeting regarding poor performance or a disciplinary meeting. 

Regular one on one meetings with your employees can also be a great opportunity to get to know your employees better, build stronger relationships which ultimately will help with engagement and retention.