5 Keys to 1:1s That Inspire Your Team
Boost motivation, engagement, and results with better 1:1s
Do you find yourself having shorter 1:1s with your reports? Are you losing track of what's going on with them?
I know there are many 1:1 templates available on the internet. So, why am I writing another one? Much of the existing material emphasizes the report's responsibility. Be prepared, come with questions – we find many of these suggestions very useful. However, what truly makes a 1:1 great lies mostly in the hands of the leader. Today, we are going to explore some of these aspects.
A leader is expected to spend a significant amount of time leading. Sounds fair, right? But does leading someone mean being an answering machine? Of course not. A leader aims to spread positive energy and motivation to their team every chance they get. And what better platform for this than 1:1s? I believe it's the leader who can completely transform 1:1s to inspire their team!
By doing these 5 things, you can ensure your report is walking away with a higher energy.
✅ 1️⃣ Create a Structure
We often advise individuals to take ownership of their 1:1s with their leaders. By taking ownership, we expect them to own the meeting. However, in reality, this often leads to inconsistent experiences. I used to make this mistake too. While it's important for the report to contribute the most to the agenda, I've had a much better experience when there's a structured meeting. Check out my template at the end.
Having a predefined structure encourages your reports to prepare for the meeting. Discussions become more focused on addressing specific issues rather than engaging in random conversation. Structure also enables note taking during the conversation. There's no stronger message to your report than showing that you value your 1:1s. Plus, you can refer back to the notes before your next 1:1.
📅 2️⃣ Never Reschedule
It might come as a surprise, but prioritize 1:1s with your reports over everything else! Of course, there are some exceptions to this, in unavoidable circumstances. However, canceling or rescheduling your 1:1 should be the last resort. When you do, give them ample notice. Continuous rescheduling sends a message that your team isn’t your priority.
Trying to optimize your schedule by shifting these 1:1s might seem harmless. But remember, your team relies on this dedicated space. Disruptions can be demotivating or create unnecessary anxiety. Selecting a specific day of the week and scheduling all 1:1s on that day has been my strategy here. I have been very vocal about this reserved space as non-negotiable with my leaders too. To your team, this shows your respect for their time and builds trust.
👂3️⃣ Listen More & 🤔4️⃣ Be Curious
I used to make this mistake a lot. I viewed these opportunities as mentoring sessions. Then I realized, if you're talking the whole time, your 1:1 is missing the point. This is your chance to understand what your team member needs. Ask open-ended questions and truly listen to the answers. Show you care by paying attention – to their words, tone, and even what they don't say. This builds trust and lets them know you're there to support them.
Another important aspect of listening is taking notes. As you’re writing notes, it creates artifacts that you can use to respond. Moreover, your report can refer to it to refresh any wisdoms you shared in that call. It also helps track any action items that come out of this meeting.
🌱 5️⃣ Dedicate Time for Development
Feedback is a crucial part of your conversations with reports. I believe that in most cases, it's the leader's fault when it comes to firing an individual. This often indicates a lack of timely feedback. I have found it very helpful to reserve some time towards the end for quick feedback. Here, I tend to cover things that went well and things that could have been better.
Now, take it a step further. Benchmark some of this feedback against the goals your report has. This is very important because you've just turned raw feedback into actionable outcomes. Moreover, by aligning it with a common goal, it becomes much more welcoming.
We will use an example of a report aspiring to become a senior. Instead of giving them a list of things to do, try identifying growth opportunities. Being proactive is important, as it can be challenging for people to bring up this topic every time.
🌟 🔍 Final Reflections
1:1s are your opportunity to motivate the team and create synergy. It’s the most powerful tool a leader has, so don’t settle for unknowns. I spend significant time preparing for 1:1s, and I encourage you to try doing the same. A leader’s impact is delivered through the people they lead. Trust me, investing time in them is not a waste. Every decision you make as a leader has consequences in your reports’ lives.
✍️My 1:1 Template
📚 What I enjoyed reading this week
- : Importance of Building Authenticate Personal Brands by
- : Meetings like a Pro by
- : Resume driven development by
- : Guide to writing engineering newsletter, very inspiring story for me personally by
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