Урок для менеджерів 3.3. Як проводити 1-1 зустрічі та навіщо?

Name: Урок для менеджерів 3.3. Як проводити 1-1 зустрічі та навіщо?
Uploaded: 2023-09-04T17:17:32.000Z
Duration: 2 h 20 min 29 s

Meeting One-on-One: Purpose and Conduct

Introduction to One-on-One Meetings

The lesson focuses on one-on-one meetings for managers, emphasizing their importance and the correct approach to conducting them.

The speaker admits to being more of a theorist than a practitioner in this area, having realized through preparation that they have not conducted these meetings properly.

Key Principles of One-on-One Meetings

One-on-one meetings should primarily focus on the employee; managers should avoid discussing goals or tasks unless initiated by the employee.

These meetings are platforms for employees to express ideas, frustrations, and feedback about their work environment and management.

Creating a Safe Atmosphere

A safe and supportive atmosphere is crucial for effective one-on-one meetings; trust must be built over time between the manager and employee.

The speaker reflects on past mistakes where they prioritized managerial tasks over genuine engagement with employees during these meetings.

Importance of Trust in Communication

Effective communication requires building trust before delving into performance discussions; otherwise, employees may not respond honestly.

Regular one-on-one meetings foster trust and allow managers to understand employees' perspectives better, as highlighted by Kim Scott's insights from her book "Radical Candor."

Benefits of One-on-One Meetings

These sessions provide an opportunity for managers to listen actively to employees’ concerns regarding company culture and management style.

Neglecting regular one-on-one meetings can lead to unresolved issues that may escalate over time due to lack of communication.

Overcoming Misconceptions About One-on-Ones

Many view one-on-one meetings as unnecessary HR formalities; however, the speaker emphasizes their critical role in fostering open dialogue.

Managers must communicate the purpose of these meetings clearly: they are designed for employees to voice concerns freely without waiting for scheduled times.

Establishing Continuous Communication

It’s essential that one-on-one sessions do not become the only avenue for open communication; ongoing relationships should be encouraged outside these formal settings.

Investment in Employee Meetings: A Manager's Perspective

Advantages of One-on-One Meetings for Managers

Investing time in meetings with employees can seem daunting for managers, especially when they have 5 to 8 team members. However, regular monthly meetings (at least five to eight per month) are essential.

These meetings require preparation and follow-up work, amounting to about 12 hours a month. While this may seem significant amidst other responsibilities, the investment is worthwhile.

The primary advantage of these meetings is proactive problem-solving. By discussing issues early on, managers can address potential problems before they escalate.

Employees who engage in one-on-one sessions tend to progress faster due to quicker feedback and resolution of work-related nuances.

Research indicates that employees who regularly participate in one-on-one meetings spend three times more time working voluntarily, leading to higher engagement and productivity.

Key Strategies for Effective One-on-One Meetings

Managers should meet individually with each team member regularly. This approach ensures that every employee feels valued and supported.

It's crucial for managers to be in a positive state of mind during these meetings. If feeling unwell or negative, it's better to reschedule rather than risk a poor interaction.

During one-on-one sessions, the focus should be on the employee's needs rather than slipping into managerial duties. This creates an environment conducive to open communication.

A clear distinction exists between regular status update meetings and one-on-one sessions; the latter should not be confused with casual interactions like coffee breaks or informal chats.

Understanding the Nature of One-on-One Meetings

Regular team meetings are necessary for updating statuses on goals and tasks but should occur more frequently than once a month compared to one-on-one sessions.

Misconceptions often arise where managers believe brief interactions suffice as one-on-one meetings; however, these must last at least 30 minutes to foster trust and openness.

There is a fundamental difference between standard work meetings focused on task management versus one-on-one discussions aimed at supporting employee development and addressing individual concerns.

One-on-One Meetings: Importance and Best Practices

The Nature of One-on-One Meetings

One-on-one meetings can sometimes be overlooked due to perceived friendships between managers and employees, leading to a lack of structured communication.

Informal interactions do not replace the need for formal one-on-one meetings; these should have specific rules and objectives.

Frequency of One-on-One Meetings

Google recommends conducting one-on-one meetings weekly or bi-weekly based on their research indicating that effective managers hold frequent check-ins.

The speaker suggests a monthly frequency for one-on-ones, arguing that too many meetings may not be necessary if there are no significant changes in the employee's situation.

Structuring Effective Meetings

While Google’s guidelines suggest 36-minute sessions, the speaker emphasizes flexibility based on individual circumstances rather than strict adherence to rules.

It is crucial for these meetings to be recurring events in calendars, ensuring commitment from both manager and employee.

Building Trust Over Time

Long-term relationships with employees may allow for less frequent meetings (e.g., every two months), but regular check-ins are still essential to maintain trust.

Even with established trust, neglecting regular communication can lead to misunderstandings or deterioration of relationships over time.

Meeting Environment Considerations

Google advises against holding one-on-one meetings in the office; alternative settings can foster more open dialogue.

Conducting informal meetings during meals or walks can create a relaxed atmosphere conducive to honest discussions. However, it’s important to ensure that employees feel comfortable with this arrangement.

Adapting to Remote Work Dynamics

For remote teams, online video calls are recommended; however, it's vital that cameras remain on for better engagement and non-verbal communication cues.

Importance of Stable Internet for Meetings

Ensuring Connectivity

Emphasizes the necessity of stable internet for effective communication during meetings, highlighting that both the manager and employee must have reliable connectivity.

Meeting Preparation

Suggests managers consider what their employees might need from them before one-on-one meetings, encouraging proactive engagement.

Focus on Employees in One-on-One Meetings

Employee-Centric Approach

Stresses that one-on-one meetings should prioritize employee well-being over strictly work-related topics, framing this as a feature rather than a bug.

Authentic Engagement

Advises managers to genuinely care about their employees' lives and experiences, warning against insincerity which can damage relationships.

Qualities of Effective Managers

Managerial Mindset

Discusses the importance of liking people in managerial roles; if a manager dislikes working with people, they may not be suited for the role.

Initiating Conversations

Recommends starting meetings with open-ended questions to allow employees to lead discussions based on their interests or concerns.

Structuring One-on-One Meetings

Classic Questions Framework

Introduces a set of seven classic questions to guide conversations:

How are you?

How was your month?

Rate your effectiveness from 1 to 10.

Rate your team's effectiveness.

Assess your development within the company.

Discuss future development goals.

Provide feedback on working with the manager.

Building Trust and Setting Expectations

Relationship Building

Highlights the importance of establishing trust at the beginning of conversations by checking in on personal matters first.

Aligning Expectations with Reality

Encourages discussion about whether employee expectations align with reality regarding their roles and responsibilities within the team or company.

Supporting Employee Development

Feedback Mechanism

Notes that one-on-one meetings serve as an opportunity for providing feedback to employees while also receiving feedback as a manager.

Motivation and Engagement

Mentions that while direct motivation may be challenging, enhancing employee engagement is possible through clear connections between personal goals and business objectives.

Preparing for First One-on-One Meetings

Initial Communication

Advises managers conducting one-on-one meetings for the first time to communicate clearly with their teams about what these meetings entail to alleviate any fears or misconceptions.

Progressive Management Tools

Feedback and Preparation for One-on-One Meetings

Importance of Feedback

The meeting is an opportunity for employees to share feedback about their work and the company, including personal concerns. Preparation is encouraged to make the most of this time.

Employees should think about topics they want to discuss, ensuring that the meeting aligns with their needs and expectations.

Creating a Safe Environment

Emphasis on welcoming negative feedback; assurance that there will be no repercussions or negative behavior from management, creating a safe space for open dialogue.

Providing resources such as guides for one-on-one meetings can help employees prepare effectively.

Note-Taking Strategies

Different methods exist for taking notes during meetings; some may not allow for immediate note-taking due to the informal setting (e.g., walking or coffee chats).

It’s important to document personal details shared by employees (like pet health issues), as these can enhance rapport and understanding in future interactions.

Structuring Notes Effectively

Distinguishing between personal notes and task-related notes is crucial; personal insights should be recorded separately from work-related discussions.

Capturing employee aspirations and interests (e.g., career goals or hobbies like rock climbing) helps build a more comprehensive understanding of team members.

Examples of Note Formats

Various formats are used by managers, including tables with pre-set questions or Google Docs templates.

A recommended template developed collaboratively with directors emphasizes confidentiality—notes should remain private unless discussing sensitive data like salary growth.

Utilizing Templates Effectively

The template includes sections for introductions, expectations, performance discussions, and feedback collection. This structure aids in organizing thoughts during meetings.

How to Conduct Effective One-on-One Meetings

Importance of Communication in Meetings

Emphasizes the significance of effective communication during one-on-one meetings, suggesting that a positive atmosphere is crucial for productive discussions.

Highlights the necessity of maintaining a cheerful demeanor and being in a good mood to facilitate pleasant interactions.

Stresses the importance of eye contact, indicating that it enhances engagement and connection between participants.

Avoiding Distractions

Warns against distractions such as checking phones during meetings, which can disrupt focus and create an unpleasant environment.

Notes that multitasking is ineffective in one-on-one settings; full attention is required to build trust and rapport.

Engaging Employees Effectively

Discusses the challenge of engaging employees who may not take one-on-one meetings seriously, urging managers to learn how to conduct these sessions effectively.

Suggests using active listening techniques, such as nodding and asking clarifying questions, to ensure understanding and foster dialogue.

Sample Questions for One-on-One Meetings

Initial Meeting Questions

Proposes starting with general questions about personal motivation and interests when meeting an employee for the first time.

Encourages inquiries about what energizes or drains employees at work, aiming to understand their experiences better.

Feedback on Management

Recommends asking employees what they would change if they were in charge, allowing fresh perspectives from junior staff members.

Improving Interaction

Lists classic feedback questions like "What should I stop/start/continue doing?" to enhance managerial effectiveness.

Professional Growth Queries

Suggests discussing opportunities for professional development through courses or training relevant to their roles.

Work-Life Harmony

Assessing Employee Well-being

Explores employee sentiments towards projects and team dynamics while gauging overall job satisfaction.

Preventing Burnout

Understanding Burnout and Management Strategies

The Nature of Burnout

The speaker reflects on the value of certain qualities in employees but acknowledges that excessive dedication can lead to burnout, which is a one-way street ending in dissatisfaction.

Managers must proactively limit workaholic tendencies among employees; while overtime may be acceptable occasionally, it should not become the norm to prevent burnout.

Employees may leave not out of desire but due to psychological exhaustion; recognizing this is crucial for retention and maintaining morale.

Managing One-on-One Meetings

Early career managers might face challenges as some employees may resist open communication during one-on-one meetings, leading to ineffective discussions.

Conversely, some employees may overly engage in personal issues during these meetings, making it feel like a therapy session rather than a professional discussion.

Empathy in Leadership

Leaders are reminded they are not therapists; it's important to guide employees towards appropriate resources for personal issues rather than trying to solve them directly.

Emotional empathy can be overwhelming; leaders should practice cognitive empathy to understand employee situations without becoming emotionally drained.

Effective Follow-Up Practices

After meetings, documenting follow-ups is essential. This includes noting tasks discussed and ensuring accountability through task management systems.

Maintaining notes from previous meetings helps track progress and ensures that routine check-ins remain meaningful rather than ritualistic.

Enhancing Meeting Effectiveness

Managerial Strategies for Employee Development

Importance of Clear Business Foundations

Managers must ensure that employees have a clear understanding of basic business operations to foster effective communication and problem-solving.

Long-term employee relationships can lead to trust, allowing for more flexible meeting schedules based on the duration of employment.

Setting Clear Goals and Autonomy

Employees should have clear, SMART goals that enable them to work autonomously and remain motivated. This is crucial for reducing managerial intervention.

Managers should aim to develop employees from D1 (beginner) to D4 (advanced), fostering a mature workforce that understands expectations.

Performance Reviews and Career Growth

Employees need clarity regarding performance reviews and career advancement opportunities, including timelines and criteria for promotions.

A well-defined career ladder helps reduce employee anxiety about growth prospects within the company.

Encouraging Self-Sufficiency in Communication

Employees should feel empowered to seek help directly from managers when needed, promoting a culture of open communication.

Training programs aimed at personal development can enhance employees' maturity and professionalism, leading them to proactively communicate their needs.

Regular Feedback Mechanisms

Consistent feedback is essential; managers should provide constructive criticism regularly rather than waiting for formal review meetings.

Utilizing informal settings like coffee breaks or team-building events can facilitate ongoing feedback without the pressure of formal evaluations.

Fostering Direct Communication Skills

Employees must learn how to give feedback effectively among peers while understanding principles of direct communication and radical honesty.

Developing these skills contributes significantly to creating a mature workplace environment where issues are addressed directly rather than through intermediaries.

Principles of Radical Honesty in Workplace Culture

The principle of direct communication is vital; it encourages employees to address conflicts openly instead of relying on third parties like HR.

Avoiding "diplomatic shuttle" scenarios enhances workplace maturity by ensuring that issues are resolved at their source without unnecessary escalation.

How to Encourage Employee Autonomy and Problem-Solving

Importance of Self-Resolution in Employees

The speaker emphasizes the need for employees to attempt solving their own problems before involving HR, highlighting that self-initiation is crucial.

A comparison is made to Montessori education, where children are encouraged to solve their own issues rather than having adults intervene, suggesting a similar approach should be applied in the workplace.

Fostering Communication Among Employees

Managers should encourage direct communication between employees who have conflicts instead of resolving issues on their behalf, promoting maturity and responsibility.

When an employee raises a complaint about another, they should be guided to discuss it directly with the person involved while receiving support from management.

Managerial Responsibilities

Managers must provide tools (metaphorically "a fishing rod") for employees to address their challenges independently rather than simply providing solutions ("fish").

The speaker argues against anonymous feedback mechanisms within companies, advocating for transparency where employees voice concerns openly.

Handling Negative Feedback

Managers need to develop emotional resilience to handle negative feedback without taking it personally or reacting negatively.

There’s a call for all managers within an organization to align in how they respond to feedback—both positive and negative—to foster a supportive environment.

Principles of Nonviolent Communication

Emphasizing nonviolent communication skills is essential; discussions should focus on facts related to work performance rather than personal attributes.

The importance of addressing specific behaviors (e.g., missed deadlines) without labeling individuals negatively is highlighted as part of effective communication strategies.

Radical Honesty in Workplace Culture

The concept of radical honesty is introduced as vital for fostering open dialogue among colleagues. This principle encourages truthful yet respectful exchanges.

Fear of hurting feelings often leads people to soften criticism; however, clear and honest information is deemed more valuable than diluted messages.

Direct Communication Practices

Encouraging direct conversations among team members about issues fosters accountability and problem-solving capabilities.

While eliminating one-on-one meetings isn't the goal, reducing their frequency requires managers to ensure clarity around employee goals and career paths.

Importance of Managerial Support and Feedback

Key Principles for Effective Management

Managers should be proactive in providing support and feedback to employees, ensuring they feel comfortable seeking help when needed.

Establishing principles of direct communication and radical honesty within the team is crucial; employees should attempt to solve their problems independently before reaching out.

The goal is not to eliminate one-on-one meetings but to ensure managers provide essential support, which can prevent issues from arising in the first place.

Enhancing Organizational Health

A culture of regular one-on-one meetings can significantly improve organizational health by addressing employee concerns proactively.

These meetings should be substantial (at least 30 minutes), distinct from casual check-ins, focusing on deeper discussions about employee well-being and development.

Implementing One-on-One Meetings Effectively

Strategies for Successful Meetings

One-on-one meetings serve as a preventive measure against burnout and enhance employee engagement by fostering open dialogue about work experiences.

Managers are encouraged to use structured templates for these meetings, ensuring consistency and thoroughness in discussions.

Actionable Steps for Managers

Schedule regular one-on-one meetings with all team members, regardless of personal relationships; this ensures everyone receives equal attention and support.