Did you know that more than 65% of people working in the United States claimed that they spend too much time attending meetings?
Meetings are becoming a pain for people trying to juggle a busy schedule, so if they need to be done— you better do them right.
Whether you have reviews coming up or just want to brainstorm, having a small meeting can help.
Continue reading to learn about the basics of planning a one-on-one employee meeting!
Select a Location
One of the first details to identify for an employee meeting is the location.
Depending on your building, you might have several conference rooms available. You can also use your office or meet up somewhere else. Coffee shops are a great place to have a light meeting with people on your team.
Keep in mind that if you are having a meeting about problems or reviews, you shouldn’t go to a public place. The location of your meeting will help set the tone and can also influence the number of resources you can use.
Send an Invite
After you identify the location of your meeting, you can send an invite to your guest.
Most invites are sent through Outlook or Google. They should include the time length of the meeting, where it will be, and the topic of discussion. Adding additional details about the conversation to the invite can also help the other person prepare.
Try to send your invite with as much notice as possible so that scheduling conflicts don’t occur. You can also add links for video conferences if remote work is a factor.
Create an Agenda
Most people don’t realize it, but even a one-on-one employee meeting should have an agenda.
Agendas help everyone get prepared and keep the meeting on track. It’s easy to get distracted by other topics and an agenda will help ensure that you get to all of your talking points. The agenda should have plenty of details but not take too long to review, especially if you are just using it for referencing.
Make sure that your agenda aligns with your meeting’s goals. Another advantage of creating an agenda is that you can use it during the meeting to take efficient notes!
Document the Highlights
Remembering every detail and decision in the workplace is an impossible job that no one should worry about.
The best way to help forgetful moments is by documenting your conversations. Although you don’t need to type a manuscript of every word that was said in your meeting, notes can be helpful.
If you are conducting an employee review, you’ll have to be the one taking notes. When meetings are meant for brainstorming and discovery, anyone can take them.
The things that are worth writing down are final decisions on things, tasks, and follow-up items. Try to write notes in a way that someone else that didn’t attend the meeting could get the gist of what happened.
Conducting One-on-One Employee Meeting? Think About Your Questions
When it comes to giving feedback on performance or presenting new information, you need to anticipate questions.
There are scenarios that you’ll need to prepare for answering questions about information you present to an employee. The more information you can learn about the topic, the easier the conversation will be to approach.
You will also need to prepare for the meetings that you’ll be facilitating. Write down a list of questions you have ahead of time to ensure that you get all of the details you want.
If you don’t have an answer to a question, write it down. You can assure your employee that you’ll get back to them with an answer once you gain insight.
Communicate Effectively
No matter what the purpose of the meeting is, you need to communicate effectively to your staff.
By using honesty and transparency, you can keep the conversation going. Staff will feel more comfortable talking to you if you keep a welcoming attitude and allow them the chance to speak. Make use of your active listening skills so that you can fully address employee questions.
It’s important to use concise language and remain positive. If you are reviewing an employee’s performance, you should use the sandwich method. To prevent them from getting discouraged start with positive aspects, then negative, and back to positive.
End With Action Items
Most meetings call for another meeting or the completion of tasks.
At the end of your meeting, you should round off the conversation with the action items. The most essential next steps need to get addressed so that your meeting doesn’t become stagnant. Most people recommend writing these action items down on your agenda so that even the smallest tasks won’t get overlooked.
While discussing action items, you should designate a person to complete the task. It’s also a good idea to give each task a deadline, otherwise, projects can fall off course.
The purpose of your action items is to move your conversation forward and take the next steps.
Are You Ready for Your Employee Meeting?
Planning a one-on-one employee meeting can be just as stressful as planning a large convention.
With fewer people to talk to, you need to prepare for a personal conversation that is also productive. By selecting the right place and time, you can meet your goals and help your employees succeed. Keep in mind that not all meetings should be held in public spaces.
Don’t forget to spend time creating an agenda to keep things on course, you can even use it to take notes.
Be sure to read our blog for more information about running a business and hosting productive meetings!
Also Read: Four Simple Ways to Streamline your SMEs (Small Medium Enterprises)
