How to run Successful 1-on-1s

How well do you really know your team?

Aug 22, 2023

To build a high-performing team, all driving forward towards the business goals, innovating, you need to really KNOW them as a leader.

You need a system, that runs seamlessly to understand your team, so you can continue to challenge and fulfil them at work.

That’s where my 4 step 1on1 system comes in.

Before I give you the download and full system, drop your email below to join 1000+ managers getting weekly leadership tips to you inbox 👇

Agenda download

90 Day 1on1 agenda

The mistakes

First let’s address some common mistakes I’ve seen over and over in Leaders:

Assuming our team's priorities are the same as our own (eg. You want promotions & pay rises, they want more time with their kids)
Only doing ‘appraisals’ annually (Bottling up feedback, praise and general performance improvement work until it’s all way too late)
Just saying ‘my door is always open’ (This isn’t enough, our team naturally don’t want to ‘bother’ us)

The method

So today we’re breaking down the 4 key components of a robust 1-2-1 and appraisal system for your team, including downloads that I’d encourage you to use

Before we get deep into each section. Here’s a zoomed out view of the system…

The Robust 1-2-1 System

Each employee should have:

Every year - Salary Review (I’d suggest every 6 months for growing companies with less than 30 staff, as responsibilities are regularly changing )
Every 90 Days - In depth 1-2-1
Every 2 weeks - 30 minutes in the calendar, space held for them/you to bring any wins/worries etc
Every day - Regular, unignored praise & difficult conversations underpin everything

Watch the full video breakdown below

Next is to give you all the agendas for each second of the 1-2-1s, so you can literally just download and send across to your team to use…

Every Year - Salary Review

The aim of the annual review is to ensure the employee is paid fairly, has a space to discuss their wins and reasons.

The questions aim to ensure the employee has the greatest chance for success and the Leader has the full picture. This agenda should be sent 48hrs before the meet, and the salary decision should be made in this meeting.

Every 90 Days - In Depth 1-2-1 Review

These 90 day 1-2-1s should be deep, we’re aiming to ask the difficult questions that get both parties thinking and closely aligned.

A successful 90 day 1-2-1 is a space that is dedicated to, and properly used for 2 people to open and honestly discuss performance, personal development, and feedback. Both parties will prepare answers to each question

Every 2 weeks - 30 mins space held

No agenda needed here. Just some simple rules:

30 minute calendar entry, regularly occurring every 2 weeks
You (the Leader) can NEVER cancel it. The team member may, but never you.
No agenda needed, this is just space being held for you and your team member to bring anything important to you

This bi-weekly session actually proves incredibly important in more ways than one. What I’ve found when having these spaces regularly for the team, after a few months, they’ll save questions and information for this space. Instead of reaching out instantly.

This can be a great exercise in healthy communication for both parties. And often issues will get solved before the 1-2-1 comes around, building more independence for your team.

Every Day - Regular, unignored praise & difficult conversations underpin everything

This needs to come from Leadership first and foremost.

Show up to work as your true, whole self. Challenge your team at the time, never bottle it up. Don't discourage emotion (It isn't weak. It shows that you care).

Never EVER ignore the difficult conversations. To get this right I’m going to have to direct you elsewhere, to one of the best concepts I’ve ever learned in the world of culture. That is Kim Scott’s ‘Radical Candor’

The idea of Radical Candor is Caring Personally while Challenging Directly. At its core, Radical Candor is guidance and feedback that’s both kind and clear, specific and sincere. And in order to have regular, ignored praise & uncomfortable conversations, you need to build a culture of Radical Candor into your business.

In my eyes, Radical Candor is excellence, and a huge standard to continuously uphold every day. But one with the greatest payoff.

Once you know these, what’s next?

So here’s the deal, it’s not actually helpful for you to consistently nurture each of your teams wishes & priorities, if someone prioritises spending time with their children, you shouldn’t be figuring out how they can do the school run, that’s on them.

But you need to build a workplace that creates a healthy and fulfilling environment for all, that works for your company and your values. Rather than having different rules for different people.

You need to KNOW these priorities, you need to ensure your team are consistently working on them, and you’re holding them accountable to pushing towards them.

But ultimately so you’re not pushing them in the wrong direction.

So now you’re regularly aware of your team’s priorities, and are helping them to build those boundaries for themselves.

Was this helpful? Let me know in the comments