7 Steps to Optimize Employee One-on-One Meetings

How to Optimize Employee One-on-One Meetings: Strategies for Lasting Impact
We know from Action Learning Leadership Development Programs that one-on-one employee meetings are the most critical touchpoint of your relationships with each of your direct reports.  Research by Steven G. Rogelberg at the University of North Carolina shows that managers who don’t hold one-on-one employee meetings frequently enough or who manage them poorly risk team member disengagement. Conversely, regular, and meaningful interactions boost employee engagement, build a strong company culture, and improve alignment with organizational goals.

Sadly, people manager assessment data tells us that too many managers struggle with making one-on-ones impactful because of time constraints, lack of clarity, lack of process, and inadequate preparation.  We know from new manager training program participants that people leaders are spending 30 to 40 hours per month in one-on-ones without the desired improvements in relationships, career growth, team morale, or performance.

What gives?

The problem seems to be that while one-on-one employee meetings should be focused on the employee’s career growth and development have been highjacked by emergent operational issues that matter to the manager.  That is a mistake.  One-on-ones should help ensure that employees:

• Find their job interesting and challenging.
• See professional growth and career development opportunities for themselves in the organization.
• Are allowed to play to their strengths to get work done.
• Have the information and resources to do their job well.
• Know that they, and their professional development, are important.
• Feel psychologically safe, supported, and cared for by their boss.
• Believe that their opinions as employees count.
• Feel appreciated for their contributions.
• Find the meeting worth their time and effort.

7 Steps to Optimize Employee One-on-One Meetings
By following seven practical practices, one-on-ones can evolve from manager-driven operational check-ins to employee-driven interactions that build trust, drive performance, and boost overall team morale.

1. Prioritize One-on-One Meeting Consistency and Reliability
   We know from management development data that a key step in improving one-on-one employee meetings is establishing a regular cadence that respects employees’ time and expectations. While the timing depends upon the motivations and capabilities of each employee, consistency is the key. Make commitments to hold weekly, bi-weekly, or monthly meetings to ensure that employees feel prioritized and supported.

   Dependable one-on-ones create a strategic and cultural rhythm that prioritizes dedicated time to discussing employee needs, concerns, and achievements. Having a dependable schedule can also reduce employee anxiety because they know when they’ll have a chance to address any issues or receive guidance.

   Do your managers and employees prioritize one-on-ones?

2. Establish Clear One-on-One Meeting Objectives and Structure
   Effective meetings have a clear purpose and agenda that helps to keep both parties focused. We recommend empowering employees to own the agenda as a purposeful growth opportunity. An example of a well-rounded agenda might include:

   — Progress Check: Review what has been accomplished since the last meeting.
   — Feedback: Provide constructive and positive feedback to address current performance.
   — Goal-Setting: Identify short-term and long-term goals for the employee’s growth.
   — Open Dialogue: Allow space for employees to voice concerns, ask questions, or bring up new ideas.

   Do your employees know how to design and run an effective meeting?

3. Practice Active Listening and Empathy
   A critical component of any relationship is active listening. Employees need to feel heard and understood by their managers. Authentic listening involves paying full attention to the speaker, understanding their perspective, and showing genuine interest.

   Focus on validating their perspective and being appreciative that they are sharing sensitive or complex topics to foster an environment of trust and psychological safety.

   Are your managers showing enough empathy in one-on-ones to make it comfortable for employees to share what matters most to them?

4. Focus on Accountability
   One-on-one time is a prime opportunity for managers to provide feedback that helps employees learn, grow, and focus. Open and honest conversations are essential for proactively creating a culture of accountability, continuous improvement, and achievement. The objective is to provide a platform for individuals to take ownership of their performance and ensure they have the support necessary to deliver the desired results.

   By reinforcing employee ownership, clarifying expectations, and fostering a sense of responsibility, conversations can help hold individuals accountable for their actions, tasks, or goals.

   Is there enough clarity and accountability in your one-on-ones?

5. Emphasize Personal and Professional Development
   We know from organizational culture assessment data that employees are increasingly focused on their own career growth and development. One-on-one employee meetings are an ideal setting for discussing both. Managers should inquire about employees’ career aspirations, skills they want to develop, and areas where they’d like to gain more experience. By actively engaging in these discussions, managers demonstrate investment in their employees’ futures.

   Do your managers proactively look for opportunities to help their direct reports to achieve their desired clear trajectory for their growth within the organization?

6. Document Key Takeaways and Action Items
   After the meeting, take a few minutes to summarize, agree upon, and document key points, commitments, and action items. These notes serve as a reference for future discussions and provide accountability for both the manager and the employee. A simple follow-up email that recaps the main topics covered and any agreed-upon next steps can ensure both parties stay aligned. Make sure that you capture discussions about the support, resources, or training needed to help the individual succeed.

   Do your managers develop action plans that capture agreements to help ensure accountability and progress?

7. Make Time for Personal Connection
   While productivity and performance are important, one-on-one meetings should also include a personal touch. By beginning or ending the conversation with light, personal check-ins, managers can show they care about employees as individuals. This might involve asking about their weekend plans, family, or other interests.

   Personal connections build trust and loyalty, reminding employees that they are valued beyond their role. Even a simple gesture, like remembering an employee’s birthday or acknowledging a recent accomplishment, goes a long way in building rapport and boosting engagement.

   Do your one-on-ones build stronger relationships?

The Bottom Line
Effective one-on-one meetings should be a sacred space for open dialogue, growth-oriented feedback, and personal connection. By emphasizing employee needs and development, managers can have meaningful interactions that transform these meetings into powerful tools that drive both individual and organizational success.

To learn more about how to increase employee engagement as a manager, download The Top 10 Ways to Boost Employee Engagement