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Leading Productive One-on-One Meetings

Leading Productive One-on-One Meetings

with Dave Crenshaw

 


Regular one-on-one meetings provide managers with an opportunity to head off problems and efficiently answer the many small, quick questions that arise during the workweek. In this course, Dave Crenshaw shows you how to establish a one-on-one meeting schedule and agenda, assign and review actions items, and assess the results of the meeting and follow up on promises. The course also explains how to effectively listen to employees' needs and when to offer training and development.
Topics include:
  • Setting up a one-on-one meeting
  • Running a one-on-one
  • Reviewing and closing action items
  • Reassessing the effectiveness of one-on-one meetings

show more

author
Dave Crenshaw
subject
Business, Business Skills
level
Beginner
duration
25m 30s
released
Dec 12, 2012

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Introduction
Welcome
00:00(music playing)
00:04One essential skill in today's work environment is knowing how to lead and
00:09participate in productive one-on- one meetings with your coworkers.
00:13In my business coaching, my clients and I have seen the benefits of these meetings.
00:18Productive one-on-ones, sometimes called one-to-ones, cut down the number of
00:23interruptions that take place in your day.
00:25They help employees improve their skills through personal training and
00:28development and improve communication within a team.
00:33In this course, I'll walk you through the principles of running productive
00:37one-on-one meetings.
00:38I'll also help you decide the most appropriate times to hold these one-on-ones,
00:43and how to prepare for them.
00:45And, I'll give you tips and tricks for keeping your one-on-ones running smoothly.
00:49And lastly, I'll guide you through what to do after the meeting is over, so that
00:54both of you take action and follow through on your commitments.
00:58With these simple strategies, you'll have all the tools you need to lead
01:03productive one-on-one meetings.
Collapse this transcript
Using the exercise files
00:00If you are a member of the lynda.com online training library or if you're
00:05watching this course on a DVD-ROM, you have access to the exercise files used
00:10throughout this title.
00:11The exercise files can found in the folder called Exercise Files.
00:15These files include templates and guides that I refer to and show in several
00:20parts of this course.
00:22You may use these or develop your own based on the information provided.
00:26I am excited to share this with you. Let's get started.
Collapse this transcript
1. Having a One-on-One Meeting
Understanding the importance of the one-on-one
00:00The regularly scheduled one-to-one meeting is one of the most powerful tools
00:04that any manager can use.
00:06The reason why they're so powerful is because they help you avoid the many
00:10little quick questions that happen throughout your day.
00:13One manufacturing company that I coached said that just implementing the
00:18one-to-one meeting increased productivity by 30%.
00:21A one-to-one meeting is a regular meeting that occurs at the same time and the
00:26same place, and is scheduled perpetually on your calendar.
00:29It's the place where you can communicate with each other and follow up with each
00:34other on the things unique to your working relationship.
00:37The one-to-one meeting is a place where both should feel respected and valued,
00:43and it's a place where you can ask each other questions openly.
00:46This isn't to say that you're not going to have the occasional emergency or
00:50questions that need to be dealt with outside of this meeting.
00:54But when you have a recurring schedule, you'll find that you can wait to ask
00:59those questions until the recurring meeting, freeing both of your time,
01:04increasing your productivity, and reducing the stress that you're experiencing in your workday.
01:10The one-to-one meeting is not a place to deal with creating or
01:14brainstorming projects.
01:16That is usually better handled in a project meeting or in a recurring group meeting.
01:22It's also not a place for criticism or strong correction,
01:26although occasionally there will be feedback given and some minor correction.
01:31If there are serious issues to be discussed, they should take place outside of
01:36this regular one-to-one meeting.
01:38In general, the one-to-one meeting should be used for anyone that you deal with
01:43regularly on a daily or weekly basis.
01:46In the next video, I'll give you a tool to help you determine the people that
01:50best fit the one-to-one meeting schedule.
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Deciding who to meet with for a one-on-one
00:00Occasionally, when I talk about the concept of one-to-one meetings, people are
00:04uncertain who they should be holding these meetings with.
00:08To help you decide the best people to meet with in one-to-one meetings,
00:12we've provided a simple worksheet that will walk you through the decision making process.
00:17In the first column, you'll see Work Relationship.
00:20Simply list all the people that you work with on a regular recurring basis.
00:26Next, you'll fill in each of the columns with a simple scale.
00:30The first two columns ask for a 0 or 3, meaning
00:35put 0 if it doesn't apply or 3 if it does apply.
00:39For instance, if you manage the person or they manage you, then put down a 3.
00:44And of course, if no management is involved, then you would put a 0 there.
00:49The next column is Ongoing client.
00:52This applies particularly to service professionals who have clients on retainer
00:57or who you're working with on a long-term project.
01:01If you have someone like that that you meet with, put a 3 there.
01:06The rest of the columns--Questions, Delegate, Coordinate, and Follow up--
01:10can simply be answered with a 0, 1, 2, or 3.
01:15Zero would represent never. One, rarely.
01:17Two, occasionally, and 3, frequently.
01:21So for instance, if I put Aimee's name here and we both frequently ask each
01:27other questions, then I would put 3 in the Questions column.
01:31Fill in each of the columns for the various people that you meet with.
01:35Delegate means that you delegate things back and forth to them or they to you.
01:40Coordinate means how often do you two need to coordinate your schedule?
01:45And Follow up means how often do you follow up with each other to make sure that
01:50you're successful in what you do?
01:52Again, this is not an exact science, but just a simple scale to help you
01:57understand how critical it is to meet with people on a regular one-to-one basis.
02:02After you've completed this for each of the names on your list, add up a total
02:07and find out what their need score is. And last,
02:11rank each of these people according to their need score.
02:14So the person with the highest number would rank number 1.
02:18To start with, I recommend that you schedule one-to-one meetings with the top
02:24three or four people on that list.
02:27In the next video, I'll give you some suggestions about how often you should
02:32meet with these people.
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2. Setting Up a One-on-One
Establishing a schedule
00:00After you've decided on a handful of people that you should meet with on a
00:04one-to-one basis, the next step is determining the schedule for these
00:08one-to-one meetings.
00:10There's no perfect answer to how often you should meet and how long the meeting should be.
00:15However, I can give you some rules of thumb based on my experience of working
00:19with companies of all shapes and sizes.
00:22The most common one-to-one meeting schedule is two times per month at 25
00:27minutes per meeting.
00:29So, if you don't know where to begin, that's the place to start: two meetings
00:33per month, 25 minutes per meeting.
00:35However, that's just the baseline.
00:38Most of you will know what's more appropriate for the people on your one-to-one list.
00:43So, if you feel that meeting twice per month isn't enough, then schedule
00:47meetings more often.
00:49However, the more often you meet, the shorter the meetings should be.
00:53So, if I say that I need to meet with Faye every week, then I would probably
00:58want those meetings to be just 15 minutes.
01:02On the other hand, the less often I meet, the longer the meetings should be.
01:07Let's say that I have someone else, maybe a top client that I only need to meet
01:12with once per month.
01:13Since I'll meet with them less often, the meetings should be longer, maybe up to 50 minutes.
01:19This is because there's been a lot of space between the meetings and we want
01:23to make sure we have plenty of time to discuss the various questions that we might have.
01:29Again, this discussion is not designed to give you a one-size-fits-all rule, but
01:34rather, give yourself a launching point.
01:37The good news is that once you get into the rhythm of having these meetings,
01:42they're very easy to keep.
01:43This is because you'll have an established pattern on both of your calendars.
01:48I would encourage you that when you both schedule the one-to-one meetings on
01:52your calendars, schedule them as a recurring meeting with a pattern. Finally,
01:58one caution:
01:59if you don't stick to the schedule, if you consistently miss meetings, show up
02:03late, or have to move them around a lot, soon, they'll lose their effectiveness,
02:08and you'll revert back to the old pattern of having to answer and ask quick
02:13questions constantly throughout the day.
02:15So, when choosing your date and time with the person put effort into setting a
02:21time that you'll both know you can keep and you'll stick to it.
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Determining the agenda
00:01Often, when I train people about one-to-one meetings, they ask me, "What's the
00:04agenda, what should we cover?"
00:06We've provided a simple agenda for you that you can download from this
00:10course's information page.
00:12First, begin your meeting on time.
00:15Second, follow up on action items committed to in the previous meeting.
00:20Next, the leader will teach a brief development, about three to five minutes.
00:26No matter who you're meeting with, this is a great opportunity for you to help
00:30that person learn and grow.
00:32I'll give you guidance on how to prepare for and teach this.
00:35The forth step in the agenda is where you give them an opportunity to ask
00:40you for their needs.
00:42They'll ask them, "What do you need from me?"
00:44And you'll listen patiently and give them the opportunity to ask as many
00:48questions as they want to ask.
00:50This will remove many of the quick questions that are taking place throughout
00:54your week that are causing you both to be less productive.
00:57The fifth step is that you'll then have an opportunity to ask them questions and make requests.
01:04This includes delegating items to them.
01:08Then you'll review the commitments you made to each other during the meeting by
01:12asking the question, "What's the next step for each of us?"
01:16And then finally, end the meeting on time or early.
01:19This simple agenda will become the framework for every one-to-one meeting that you have.
01:25It's very effective because of its simplicity and because it allows each person
01:30a significant amount of time to be heard.
01:33It will ensure that these meetings are highly productive by helping you both
01:37follow through on your commitments.
Collapse this transcript
3. Running a One-on-One
Reviewing delegated action items
00:00After you open the one-to-one meeting, the first item on the agenda is to follow
00:05up on any delegated items.
00:07I recommend that you bring a list of the items, either paper or digital, that you
00:12delegated to the person.
00:13Begin the meeting by asking about each one of those delegated items.
00:18Then, as appropriate, give them praise or correction depending on their results.
00:23Keep your comments brief to keep the meeting moving along.
00:27So, if the other person completed the delegated task, a simple "great" or
00:32"good job" is enough.
00:33Then, for any item where you feel it appropriate, follow that positive statement
00:39with a simple question: What did you gain from doing this?
00:43This will give the other person a moment to pause and reflect about the
00:47work that they did.
00:48It also creates a mini teaching moment for them to share with you any insights
00:54that will make future work or delegation easier.
00:57I recommend you ask this question when it feels appropriate to you.
01:02A little bit will go a long way.
01:04Now, what if they didn't complete the delegated item?
01:08Then the most effective follow-up question I found is something like this: What
01:14stood in the way of completing this?
01:17This is much more effective than asking a why question, such as, why didn't you do this?
01:22Why is a very strong word, and often, it carries with it the assumption of personal blame.
01:30Why often implies, why weren't you good enough to do this?
01:34Why were you a failure?
01:36By substituting what stood in the way for why, you're leaving open the
01:41possibility to many different reasons that could have kept the person from
01:45completing their assigned task.
01:47After they answer, you'll have a greater knowledge about how to help them
01:51complete the task, as well as correct future missteps.
01:55Keep follow-up positive, brief, and focused on actions and results.
02:01If you need to correct someone for not completing a delegated item, I recommend
02:06you always follow up the correction with sincere praise.
02:10By following this simple pattern, you'll become someone that's a trusted
02:14resource, rather than a demanding taskmaster.
02:18People will welcome your insight and become more forthcoming about errors when they happen.
02:24Remember, the purpose of the one-to-one meeting is to strengthen the
02:29communication between you and the other person and coordinate your efforts.
02:34This simple method to follow up on delegated items will keep your relationships
02:39smooth and ensure that there is accountability for assigned tasks.
Collapse this transcript
Training and development
00:00Every one-to-one meeting gives you the opportunity to provide some focused
00:04training and development for the other person.
00:07Now, because one-to-one meetings by nature are going to be rather short, it's a
00:12good idea to keep this training short as well, about five to seven minutes.
00:17Each training session should involve a "what" and a "how?"
00:21The "what" is the concept you're going to teach.
00:24The "how" is the method you'll use to teach that concept.
00:29You're only going to have enough time to cover one concept per meeting.
00:33There are many possible directions, so I'll offer three suggestions to help make
00:38the decision process easy for you.
00:40The first option is to cover a concept that the other person has already
00:45asked for help with. That is,
00:47if they've asked you for help understanding a particular topic, then it makes
00:52sense to address that topic in the next training session.
00:56Your second training option is to cover an area where the other person has the greatest need.
01:02This is a flexible decision and depends on your interaction with that person.
01:06Where are our areas where they can improve or they need insight?
01:10What struggles have they had since your last meeting?
01:13The third option is to provide training on a new system or a process that
01:18needs to be implemented.
01:20So, if your company has changed a policy or implemented a new system, the
01:24one-to-one meeting would be a great time to deliver that necessary training.
01:29Once you've decided what you want to train the person on, you'll need to
01:33decide how to teach it.
01:35Let's look at three methods.
01:37The first is to use a story.
01:39If you can use a true story, that's the best.
01:42For instance, you can tell a story about something that happened to you last week.
01:47I was talking to a customer this week and they had confusion about an order.
01:52I thought it would be a good idea to train you on what I did to help them, so
01:56that you can know how to answer this question going forward.
02:00A simple story can illustrate your point in ways that are more effective than
02:05just telling someone what to do.
02:07The second method is to use some sort of visual aid.
02:11This can be as simple as a picture or maybe a cartoon.
02:14I remember having a discussion many years ago with my manager.
02:18I have been assigned a particular project and I didn't know how much
02:22responsibility I really had for the project.
02:25The manager took a piece of paper, wrote the name of the project on the paper,
02:29crumpled it up and threw it in my lap and said, the ball is in your court.
02:34That simple illustration stuck with me much stronger than if the person had just
02:40said, "You're responsible for it."
02:42The third method of teaching is to use a video.
02:45The concise videos on lynda.com are a great resource for a short training moment
02:51during your one-to-one.
02:52You can watch a video together and then discuss.
02:54Or, you can even use this video to train someone on how to train.
02:59In summary, first, decide what concept you want to teach.
03:04Then decide how you'll teach that concept.
03:08By providing a brief training moment in a one-to-one meeting, you'll serve the
03:12other person by sharing your experience and helping them improve.
Collapse this transcript
Listening to their needs
00:01After development, the next step in the agenda is to discuss needs and questions.
00:05If you're the meeting leader, let the other person go first.
00:09So, if you're the leader, simply begin the next section by asking, "What do you need from me?"
00:15But, whether you go first or second, here are some tips to help you be
00:19an effective listener.
00:20First, allow the other person to go through their one-to-one list.
00:24Let them take their time, and make sure that they have the opportunity to ask
00:29any questions that they have written down there or even any questions that come to mind.
00:35Listen from the perspective of finding out how you can help the other person.
00:40Listen with an attitude of service.
00:43Your role in the one-to-one meeting is to help the other person be successful,
00:48so listen attentively to everything that they ask from you and give your best
00:53effort to help them out in any way that you can.
00:56When they ask you to do something, be sure to get a clear Who, What, and When for each item.
01:03By clarifying who needs to take action, what the next step is, and when that step
01:08should be done, you'll be better prepared to follow through.
01:12Finally, as appropriate, make a commitment to follow through and do what you
01:17said you're going to do.
01:19Remember, in the one-to-one meeting, your most important role is to serve the other person.
01:25When they're speaking, listen actively with an attitude of service.
01:30When you both have an attitude of service, one-to-one meetings are
01:34incredibly powerful.
Collapse this transcript
Delegating your needs
00:00Once the other person has had an opportunity to ask all of their questions, now
00:05it's time for you to ask your questions.
00:07This is a deliberate choice in the one-to-one meeting agenda.
00:11By giving first and allowing them to ask whatever they want first, it puts you
00:15in a position of service.
00:17It also puts them in a frame of mind of being more willing to help you with the
00:22questions that you have.
00:24At this point, everything I say relates to what to do if you're the person
00:28sharing your list, regardless of whether or not you're the leader.
00:32First, you'll go through your one-to-one task list and look, item by item, for any
00:38questions that you have for that person.
00:41The one-to-one task list is so critical in making one-to-one meetings effective.
00:46It saves a lot of time for you and the other person.
00:49So, be sure that you've brought that list with you and that you're prepared to talk about it.
00:55Next, when you need help from the other person, give them specific descriptions,
01:00particularly about the results that you want the other person to achieve.
01:03Then, after you give a specific description of the result that they should
01:08achieve, give them a clear who, what, and when for each item that you've asked them to do:
01:14the who meaning this is who should take action,
01:17what meaning this is what the next step should be to accomplishing it, and
01:22the when, meaning this is when you need it back from them or completed from them.
01:27In summary, go through each item on your one-to-one list, give the other
01:32person a specific description of the result they should achieve, and provide
01:37the who, what, and when.
01:39This will help make it easier for the other person to serve you and help you be
01:44successful in your work.
Collapse this transcript
Reviewing action items and closing
00:00After you both have an opportunity to ask each other questions, it's time to
00:04wrap up the meeting.
00:05Take turns briefly going through all the commitments that you've made to each
00:09other, making sure to repeat the who, what, and when for each item.
00:14Also, if you've delegated a task to someone else and if you feel it's important
00:19to follow up with them, make sure that you create a reminder for yourself to
00:22follow up with that person.
00:24A quick suggestion: when repeating the who, what, and when, make sure that you're
00:29allowing the other person freedom to determine their own schedule and their own
00:33way to go about completing the task.
00:36Rather than focusing on the how, meaning how someone is going to accomplish it,
00:41focus on the end result: what things are going to look like when they're done.
00:46This will help the other person feel respected and validated and avoid
00:50unnecessary micromanaging.
00:53Finally, it's time to end the meeting. End every meeting on time or early.
00:58If you get done with the meeting ahead of schedule, then great, go ahead and end the meeting.
01:04As I've heard it said before, no one has ever complained about a meeting getting out early.
01:10At the very least, make sure that you end on time.
01:14If you respect the other person's time, they'll respect your time, and it will
01:19make future one-to-one meetings more successful.
Collapse this transcript
4. After the One-on-One Meeting
Completing action items
00:00Part of the success of future meetings will depend upon your success in
00:05completing your action items.
00:07This means that if you can come to every meeting and show the other
00:11participants that you keep your commitments and you meet your deadlines, then
00:15you'll earn their trust.
00:16They'll learn they can count on you, and they'll likely give you greater
00:20respect in the workplace.
00:22Now, just a comment to go along with that idea.
00:26When you complete an item that comes out of a meeting, report back.
00:30Send an email or a note to the person you committed to and let them know that it's done.
00:36Now, if you completed it just before the next meeting, of course you can report
00:40back in the meeting itself, but it's usually helpful to other people to let them
00:45know the moment you've completed a commitment.
00:49Every time you do that, it relieves a small burden off their mind, so they don't
00:54have to wonder if you've got it done.
00:56Complete your commitments and those you work with will feel a great sense of
01:00trust that whatever they give you, you'll get it done on time.
Collapse this transcript
Following up on delegated action items
00:00When you participate in one-to-one meetings, you'll very likely be asking other
00:04people to help you out.
00:06While they'll likely do a great job of completing those assignments on time, we
00:10want to take responsibility on ourselves to follow up with them.
00:14So, keep this rule in mind.
00:16Whenever you delegate something out, create a "waiting for in" for yourself.
00:22Think of delegation like a yo-yo.
00:24Whenever someone else commits to do something for you, you should also create an
00:29action for yourself that you're waiting for them to do it.
00:32Create a reminder with the time and date they committed to get that to you.
00:37You can create reminders for yourself in your calendar or your task list.
00:41When the reminder pops up, follow up with that person and ask if the item is complete.
00:47If you haven't heard from the yet, simply send them a message along the lines of,
00:51"I had a reminder that I was waiting for that report.
00:54Have you had a chance to get to it yet?"
00:57Or, when the reminder pops up, if you know that they've already completed the
01:01item, you can send them a message such as
01:03"Thank you for getting that report done. It makes my job easier."
01:07Little compliments like that not only help everyone feel better, but they
01:11reinforce a culture of follow-through in the workplace.
01:15Another way to follow up on delegated items that have flexible deadlines is to
01:20add a follow-up reminder to a one-to-one task list.
01:24Whenever you ask someone else to do something for you, be sure to consistently
01:29follow up with them.
01:31This will create a culture of making and keeping commitments.
Collapse this transcript
Reassessing the effectiveness of one-on-one meetings
00:00If you follow the suggestions of this course, the effectiveness of your
00:04meetings should improve.
00:06However, we want to make sure that your meetings are getting better each and every time.
00:10The best way to do that is to establish a schedule to continually reassess the
00:15effectiveness of your meetings.
00:17A great starting schedule is once per quarter or once every three months.
00:23Take part of your meeting to ask each attendee the question: Are these
00:27meetings effective?
00:29You could possible do this during the development portion of the scheduled meeting.
00:34Along with this question, you can ask the follow-up question: What could we do
00:39to improve the effectiveness of these meetings?
00:42By regularly checking in, you'll give yourself the opportunity to make small
00:46improvements and adjustments over time.
Collapse this transcript
Conclusion
Final thoughts
00:00You've now completed Leading Productive one-on-one Meetings.
00:04In this course, we've given you a framework you can use in any company to make
00:09one-on-one meetings more productive and focused on results.
00:12The most important principle of any meeting is that it gets you the results that you want.
00:18I'd recommend that every attendee create a schedule to regularly review this
00:23course on lynda.com.
00:25Review this course twice per year, or even once per quarter, and you'll
00:29sharpen your meeting skills and pick up on things that you may have missed
00:33the first time around.
00:35One-on-one meetings exist to serve you and your business, not the other way around.
00:41Make an effort to regularly improve the quality of your meetings and you'll
00:45see them become more and more effective and accomplish great results for you
00:50and your coworkers.
00:51Thanks for watching, and happy meeting!
Collapse this transcript


Suggested courses to watch next:

Leading Productive Meetings (1h 22m)
Dave Crenshaw

Delegating Tasks to Your Team (50m 27s)
Britt Andreatta


Achieving Your Goals (25m 25s)
Dave Crenshaw

Negotiation Fundamentals (37m 42s)
Lisa Gates


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