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In this digital age, you might often wonder if you have to have one on one meetings or just communicate with your employees via, email, IM, phone, and text. But you need to understand that how you treat your employees will determine their impact on the fabric of the organization.
It is true that one on one meetings are time-consuming, but if done right, time spent at these meetings will benefit the team. This simple process of scheduling some time with your employees on a regular basis will help build rapport, uncover issues before they become a big deal and build productive working relationships. Each of these meetings can also serve as the best platform to clarify the goals of the organization and to set performance expectations.
Let’s see how we can make these meetings more productive and collaborative:
Schedule your meetings
It’s harder than it seems to catch up with your employee on the fly. To make your employees take one on one meetings seriously, you will have to schedule these meetings and stick to it.
These meetings need to be scheduled with all your employees, not just with the top performers. This will not only increase employee engagement but will also boost morale, which in turn will yield favorable results.
Always remember that it doesn’t matter how frequent these meetings are, but it is important that you schedule and mark it as a recurring event on your calendar.
Have an agenda
Everyday work pressure and time constraints might not allow you to collaborate with your employees to help you to single-handedly make an agenda and hence, you can invite the employee with whom you are having the meeting to add issues that he/she would like to discuss to the agenda.
Ensure that the agenda is a split between strategic, tactical and personal issues that affect their quality of work on a daily basis.
Mute your phone and your computer and devote your complete attention to your employee. By doing this is you are not just showing your employee that you respect them but you will you also be able to really take in what he/she is saying.
As with all good meetings you should always wrap it up by assigning action items for accountability and also for a path to follow up. It’s also important to record the minutes of meeting since we all know that though it’s easy to listen and absorb ideas when you are in the moment, you tend to completely forget them when your attention is diverted.
Make use of meeting and action management tools like Wizergos that allow you to schedule recurring and ad-hoc meetings, use speech recognition to record the minutes, assign action items and also help you to follow up on the progress.
Begin and end the meeting on a positive note by expressing appreciation and gratitude. Remember to not say anything that is not genuine or doesn’t feel authentic to you. Make the effort to know the contributions of your employees and recognize them.
Another key to a successful one on one meeting is to ask open-ended questions that allow you to dig deeper into every response to uncover motivations and understand what each person is passionate about.