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Scheduling the Meeting

When it comes to the act of scheduling a one-on-one meeting, there are a few guidelines to keep in mind.

Don’t worry! It’s really not all that different from scheduling any other meeting. The process will vary slightly depending on the preferred scheduling tool and internal company calendar, but the basics are applicable across platforms.

First, we’ll see how to set up a one-on-one meeting using the popular calendar tool, Google Calendar.

Step 1

Create an event or time slot in your scheduling tool. The manager or supervisor is responsible for formally setting up a meeting with each of their direct reports. Ensure that the meeting will show up on both your and your report’s calendar views.

Step 2

In the next window, enter the details. Invite your direct report to the meeting using their company email address.

Be sure to make this a repeating event so that the meeting is booked for future occasions; for example, Weekly on Friday. The recommended time allotment for a one-on-one meeting is 30 minutes, but 45 minutes up to 1 hour are also common.

Step 3

Double check that the time, date and recurrence rate of the one-on-one are all correct. The finalized calendar invite should look something like the example above.

You may type additional details into the description, such as an agenda outline or talking points. Consider adding on a reminder one day before the one-on-one meeting to notify both parties and allow you to prepare ahead of time.

Plan Around Your Direct Reports

Managers should plan out their one-on-one meetings based on the number of direct reports they oversee and how these meetings will fit into the flow of their own busy schedules.

Remember that one-on-ones are a crucial part of management strategy and should be held with all reports. Meeting only with certain employees or only calling for one-on-ones when you feel there is a pressing need will call into question your motivations. Commit to implementing one-on-one meetings with each of your direct reports in order to cultivate trust and to empower them as individuals.

Keep in mind the duties and schedules of your employees as well. Try not to schedule someone for a one-on-one during a time that they are normally busy with other tasks or commitments. Consult with reports and come to an agreement on a mutually beneficial time to schedule meetings.

Decide the Frequency

How often should managers schedule one-on-ones anyway? The answer depends on the size of your team and the cadence that works best for you and your reports.

Most high-level managers sing the praises of weekly one-on-ones for maintaining momentum and engagement among workers. Every two weeks is also a good option for larger groups who may not have the time to commit on a weekly basis. What is important is that one-on-ones occur on a frequent basis. Experts warn that monthly or quarterly one-on-ones are not nearly as effective as so much time passes between each meetings.

Block out a Time Slot

It is important to allow enough time for one-on-one meetings when scheduling them. As a manager, also consider that you may require a bit of time before the meeting to prepare or a few minutes after to organize notes.

Plan to spend at least 30 minutes talking with your employee in order to have sufficient time for their feedback and questions. Be flexible about the timing and understand that individual reports may require more or less time given their current situation.

Set Reminders

Don’t forget to set reminders! Most calendar scheduling tools should have the option to send email reminders or other push notifications. Have a reminder set for the day before a one-on-one is scheduled so that both you and your direct report will be able to prepare.