When someone mentions “appraisals” or “one to one meetings,” it’s not unusual to see people fill with dread. In fact, these conversations were once likened to “root canal dental work on our list of things we look forward to” by a Harvard Business School Professor. And the statistics back this up – a CIPD survey found that 30% of employees felt their employer’s appraisal system was unfair. A similar proportion believed career progression was out of reach and their managers weren’t effectively communicating expectations.
Whilst this makes for depressing reading, the good news is that one to one meetings can be transformed from dreaded encounters into valuable conversations. There are steps you can take to ensure you drive both personal growth and business success.
Create the right environment
Think about your company culture. Would it be in keeping with your business if you conducted one to ones over lunch or in a more informal setting? Whether you’re meeting face-to-face or virtually, ensure you’re in a quiet space free from distractions. The setting should feel professional yet comfortable – some businesses even find informal settings like a coffee shop work well, as long as it is private enough for your staff to be able to raise confidential issues.
Be prepared
Both parties should come ready to engage. Ask your team member to reflect on their achievements, challenges, and ambitions beforehand. They should think about how they can shape the conversation. This isn’t just about ticking boxes – it’s an opportunity for meaningful two-way dialogue with opportunity for feedback and discussion.
Structure the one to one meeting clearly
The aim is to prevent the meeting from running overtime or veering off-piste. This will also make it clearer for both of you to consider what you want to get out of it. You may wish to think about including a templated approach for one to one meetings across the business.
Focus on performance, not personality
Keep the conversation focussed on measurable objectives and achievements. Someone’s general behaviour or demeanour shouldn’t be linked with their ability to do their job and deliver results. Has your team member met their goals? That’s what matters most.
Discuss and create objectives together
The best way to ensure you get the most from your employees is to set goals together. This way your team is motivated as they know their goals are realistic, achievable, and have been developed in union. It is also your chance to ensure any expectations are set.
Let conversation flow
Remember, this is also your team member’s time to tell you how they really feel about their work. Create a safe, confidential space where they can openly discuss their work, share their successes, and voice any concerns. Listening is equally as important. Equally as important. Don’t be tempted to dominate the conversation, this may be their only opportunity to discuss important issues with you. Sometimes, the most valuable insights come when you simply let people talk.
Celebrate achievements
While setting goals and addressing challenges is important, don’t forget to recognise achievements. A simple “well done” can go a long way in making someone feel valued and motivated.
Follow up and provide regular feedback
Make sure you set out clear and manageable steps from the meeting and keep track of them so that you can support and encourage your team to fulfil them. The most successful one to ones are part of an ongoing dialogue, not isolated events. Here’s how to maintain momentum:
- Follow up consistently on agreed actions
- Provide regular feedback throughout the year (don’t save it all for review time!)
- Keep communication channels open between formal meetings
Support through mentoring
At Bespoke HR, we understand that running successful one to ones can be particularly challenging for businesses with small HR teams. That’s why we’ve developed our specialist HR mentoring programme. Our CIPD-qualified consultants work alongside your in-house HR managers, providing ongoing guidance and development opportunities to boost their confidence and expertise – including mastering the art of successful one to one meetings.
One of our clients recently shared how our mentoring programme helped their HR manager develop a more structured approach to one to ones, leading to improved staff engagement and clearer career progression paths across the business.
If you’d like support in developing more successful one to ones in your organisation, whether through mentoring, staff training or ongoing support, we’re here to help. Find out how to work with our team of HR Consultants by downloading our sales brochure here.