Don't Make These 6 Common Mistakes in Your One-on-One Meetings
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The issue of the Coronavirus has forced thousands of companies to switch their teams from working in an office setting to a completely virtual setup. This is a learning curve for many individuals. A study done by Harvard Business Review found that remote workers felt more negative impacts when it comes to results-related items such as productivity, deadlines, and stress, as well as in relationships with fellow teammates. Remote work can feel isolating. One-on-one meetings are a perfect opportunity to combat this issue. Here are some tips for having a thoughtful, productive virtual one-on-one.
Allocate Time for One-on-Ones
Thinking of cancelling or rescheduling a one-on-one?
DON'T DO IT.
Recurring cancellations sends the message that you, their boss, doesn't care about them. And if you don't care about them, why should they care about you? So the recap:
Make this a priority.
Coordinate schedules to set up times that work best for both parties.
Before the end of each one-on-one, schedule the next one to stay connected.
Use Active Listening Skills
With in-person interactions, there are many cues a person gives off through their body language in order for the listener to interpret the speaker’s true meanings and emotions. In a virtual one-on-one, you won’t be able to rely solely on body language because you’ll most likely only see the person from the shoulders and up. This is why using active listening will be extremely helpful.
Have your undivided attention on the speaker. No distractions.
Pay attention to facial expressions and tone of voice.
Ask questions for clarity if anything is unclear.
Rephrase and reiterate what he/she says back to the individual to make sure your understanding matches what they intended to say.
Come Prepared
Your time is valuable. Your team’s time is valuable. Optimize the time you have with each individual by coming prepared to every session. Remember, this is an opportunity to develop the relationship, as well as provide support for growth and improvement.
Outline what you would like to discuss ahead of time. Examples: recent accomplishments that deserve recognition, goals, current stresses, etc.
Have each report do the same by having him/her brainstorm topics they would like to go over.
Ask, “How Are You Doing?”
It’s a frequently asked question, which is often brushed over and isn’t given enough attention. This question is especially important at a time like this where many people are thrown out of their usual environment. Use those active listening skills and try to understand how they’re truly doing. If they give you a generic version of “I’m good”, try the suggestions below. More tips can be found on yesterday's blog post!
After receiving an un-telling answer, they’ll most likely ask the question back to you. Try answering with an honest, relatable experience that helps them feel like this is a safe space for them to open up a bit. For example, if talking to a fellow parent, “Working from home has been great because I get to spend more time with the kids. However, they are driving me insane with their constant need to play Disney songs all day long.”
Ask follow up questions about specific potential issues. For example, if the switch from office to remote work is new for an individual, ask about how they are adjusting, what have they been doing to keep motivated, how’s their work-life balance, etc.
If they do raise an issue, help them brainstorm potential solutions. Agree on one method to try out for the week, either by his/herself or with whoever is required. Then ask to see how it went at the next one-on-one meeting.
Technical Tips
Virtual one-on-ones require using software, of course. There are plenty to choose from. To list a few, there are Microsoft Teams, Google Hangouts, and Zoom. Make sure to troubleshoot any issues prior to the meeting time to ensure no time is wasted on technical difficulties and you’re able to have the session. When possible, a few more pointers for success:
Test out the camera functionality to ensure clear imaging
Mute your mic before joining the meeting
Keep it on mute when you’re not talking
Be in a neutral space where the background isn’t distracting. In example, no kids running around, pets doing tricks, or a questionable painting on the wall.
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