The Power of Personal Connection: Unveiling the Impact of Meaningful One-On-Ones

In my experience as a project manager, I’ve come across numerous articles and approaches to conducting effective 1:1 meetings. However, choosing the best method has always been a bit puzzling, especially when starting a new project or working with a new team.

This article aims to provide practical tips beyond what you typically find in project management resources. These tips are based on my professional experience and focus on the practical aspects that are essential to pay attention to.

Preparation

Know your audience

When setting up a face-to-face meeting, it’s essential to have a clear understanding of who you’ll be speaking with. It becomes especially crucial when communicating with a new team member or at the start of a project. Gather relevant information about their work style, professional background, achievements, preferred working mode, and interests.

Define the goal

Before scheduling a 1:1 meeting, ask yourself these questions

• What is the expected outcome?
• What benefits should it bring to both parties involved?
• What is the purpose of our discussion?

Personally, I view 1:1 meetings as an opportunity to build trustful relationships with team members and improve future project results. It demonstrates that you value their ideas and approach, investing time regularly for their development and project success. Additionally, 1:1 meetings provide valuable insights for project improvements.

Preparing beforehand

If you anticipate being late, it’s better to reschedule the 1:1 for a mutually convenient time. However, be cautious about repeated rescheduling, moving, or skipping one-on-ones, as these actions can negatively impact trust levels.

As a best practice, schedule 1:1 meetings in advance and make them recurring regularly. Ensure the timing and frequency remain consistent so each team member becomes accustomed to it. To make the conversation more comfortable and avoid awkward silences or undesirable topics, prepare a few questions in advance to cover during the 1:1 session.

Tips for Conducting Effective 1:1 Meetings

When conducting the first 1:1 meeting, it’s important to mention that the sessions will be recurring and provide a brief description and suggested topics for discussion. Keep the conversation flowing naturally and avoid excessive preparation or tension that may undermine the meeting’s purpose. Open and trustful communication is crucial.

During the 1:1, the project manager (PM) should focus on the person they’re speaking with, without interruptions, as interruptions show disrespect. The PM should aim to say as little as possible, with most of the time dedicated to the team member speaking (around 60%) and the PM listening (around 10–20%). Actively listen, take notes, and ask open questions.

Maintain a less formal and private atmosphere during the 1:1, ensuring that the discussed topics remain confidential between the involved parties.

Outcomes of 1:1 Meetings

1:1 meetings allow PMs to understand their team members’ work habits better and leverage this knowledge to plan work activities. They can also help identify team members’ productivity modes, enabling better support for efficient teamwork.

Furthermore, 1:1 meetings provide an opportunity to receive open feedback, often 360-degree feedback, on the PM’s performance and work. This feedback serves as a valuable tool for professional improvement.

Addressing Salary Questions During 1:1 Meetings

When an employee raises a salary question or requests a promotion, it’s important not to panic but instead ask clarifying questions. Seek to understand the reasons behind their request, suggested salary ranges, factors influencing their review, and other benefits they find important. Inquire about their promotion plan for the year, long-term development goals within the company, and any relevant financial obligations they may have.

Once the necessary information is gathered, the salary review or promotion procedure specific to the company can be initiated. Document all agreements and set realistic timeframes considering a project and company-related factors.

Summarizing

When discussing sensitive topics like budget and salary, it’s essential to carefully consider who you’re speaking with and how these discussions may impact your project goals.

Budget discussions with stakeholders are most common when they are project finance decision-makers or have influence over stakeholders responsible for budget-related matters.

In 1:1 meetings, PMs should address salary topics only when they have prepared various scenarios based on performance, goal achievement, client feedback, and employee loyalty to the company.

Taking notes during 1:1 meetings makes it easier to share a summary with employees and stakeholders. You can use various platforms like email, Confluence, or Google Sheets, to ensure the summary covers discussed items, agreements, highlights, and action items.

To conduct effective 1:1 meetings, follow communication best practices such as avoiding interruptions, listening attentively, being polite, asking questions, and providing positive feedback when appropriate. Summarize the discussion at the end and strive to be fair while following set goals and topics.

By practicing regular 1:1 meetings with these principles, you’ll find them to be enjoyable and effective. Best of luck with your One-on-ones!