What are the best ways to conduct effective one-on-one meetings?

One-on-one meetings are an essential tool for office administrators to communicate with their managers, peers, and direct reports. They can help you build trust, provide feedback, align goals, and solve problems. However, not all one-on-one meetings are effective. If you want to make the most of your time and energy, you need to follow some best practices before, during, and after each meeting. Here are some tips to help you conduct effective one-on-one meetings.

1 Prepare in advance

The first step to a successful one-on-one meeting is to prepare in advance. You should have a clear agenda that outlines the topics you want to discuss, the questions you want to ask, and the outcomes you want to achieve. You should also share the agenda with the other person at least a day before the meeting, so they can prepare their own inputs and feedback. Preparing in advance will help you avoid wasting time on irrelevant or trivial issues and focus on the most important and urgent ones.

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Angie Salazar

Administration Manager | BIPOC Career Coach | Mentor
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Being proactive and prepared with an agenda in place. If a detailed outline of specific talking points is not available, the best alternative is to have foundational topics to address (ex. Priorities For The Week Ahead, Deliverables Updates, Takeaway Review, etc.). Another great prep task to have in place is to outline how long each topic will be discussed so there is timeline accountability. This helps to maximize your time together and get the most out of the meeting.

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Mahmud Firoz Hassan
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The best ways to conduct effective one-on-one meetings can be managed by adapted following steps: 1. Set clear objectives. 2. Schedule in advance. 3. Create a comfortable and private setting. 4. Listen actively. 5. Encourage open communication. 6. Use an agenda. 7. Provide specific and constructive feedback. 8. Set action items and follow up. 9. Be flexible on open discussion. 10. Take notes with reference.

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Darpan Ketan Amre

Goggle Cloud Certified Associate Cloud Engineer ||Professional Freelancer 💻 ||1x Azure Certified || 2x Oracle Certified || Building cloud ☁️ || Docker 🐳 || CNCF ☸️ ||
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- Firstly you should understand the main motto for having the meet and what sort of meeting it’s going to be. - Secondly you should prepare a flow of the meet so that you will not miss any point to be discussed,Also you should be aware with your queries which is to be cleared.

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2 Establish rapport

The second step to a successful one-on-one meeting is to establish rapport with the other person. You should start the meeting with a friendly greeting and a casual conversation to break the ice and show interest in their well-being. You can ask them how they are feeling, what they are working on, or what they are looking forward to. Establishing rapport will help you create a positive and trusting atmosphere, where both of you can speak openly and honestly.

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Leidemar Mendes

Especialista em Gestão Comercial| Gestão de Pessoas|Liderança Humanizada|R&S | Treinamento com foco em desenvolvimento de talentos.
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Em minha trajetória profissional, percebi que a eficácia em reuniões individuais é ampliada ao adotarmos uma comunicação clara, além de estabelecer metas SMART, cultivar um ambiente inclusivo e promover ações de acompanhamento. Além disso, sugiro implementar o método de revisão pós-reunião para aprimorar continuamente nossas práticas.

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3 Listen actively

The third step to a successful one-on-one meeting is to listen actively to the other person. You should pay attention to what they are saying, how they are saying it, and what they are not saying. You should also ask open-ended questions, paraphrase their main points, and summarize their key messages. Listening actively will help you understand their perspective, needs, and concerns, and show them that you respect and value their opinions.

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4 Provide feedback

The fourth step to a successful one-on-one meeting is to provide feedback to the other person. You should praise their achievements, acknowledge their challenges, and offer constructive suggestions. You should also be specific, timely, and balanced in your feedback, and avoid personal attacks, vague comments, or excessive criticism. Providing feedback will help you recognize their strengths, support their growth, and improve their performance.

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5 Align expectations

The fifth step to a successful one-on-one meeting is to align expectations with the other person. You should review your goals, priorities, and action plans, and make sure that you are on the same page. You should also clarify your roles, responsibilities, and expectations, and address any gaps or conflicts. Aligning expectations will help you coordinate your efforts, avoid misunderstandings, and achieve your desired results.

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6 Follow up

The sixth and final step to a successful one-on-one meeting is to follow up with the other person. You should send a summary of the meeting, highlighting the main points, decisions, and action items. You should also thank them for their time and input, and ask them for any feedback or suggestions. Following up will help you reinforce your communication, document your progress, and ensure accountability.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Vibeke Clark

Informationsspecialist - Vind & Energihandel - Ledelse
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One-to-Ones do not necessarily have to happen in an office. In Denmark it is not uncommon to have these meetings as 'walk and talk' meetings. If you don't have to be tied to a screen, then walking and discussing projects and to-do lists may be more beneficial and less inhibiting for both participants.

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Hewete Haileselassie

Board Director @ African Women in Media | International Communication, Inclusive Leadership Ex BBC Senior Journalist | Trustee @ Action Against Hunger UK | Trustee @ Hamlin Fistula UK
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It is great to have regular 121 meetings with reports and colleagues and I like to schedule routine check-ins but this shouldn’t be a straight jacket. If you have nothing to address check in with each other and postpone. Similarly if you need to speak earlier than scheduled keep channels open. Plan, have regular two way conversations but also allow space for a relationship to develop and to listen to your colleague.

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What are the best ways to conduct effective one-on-one meetings?

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2

3

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1 Prepare in advance

2 Establish rapport

3 Listen actively

4 Provide feedback

5 Align expectations

6 Follow up

7 Here’s what else to consider

Office Administration

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What are the best ways to conduct effective one-on-one meetings?

1

2

3

4

5

6

7

1 Prepare in advance

2 Establish rapport

3 Listen actively

4 Provide feedback

5 Align expectations

6 Follow up

7 Here’s what else to consider

Office Administration

Rate this article

Thanks for your feedback

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