{"id":63,"date":"2018-10-24T10:33:34","date_gmt":"2018-10-24T10:33:34","guid":{"rendered":"https:\/\/danielvlopes238992071.wordpress.com\/2018\/10\/24\/how-to-prepare-for-a-one-on-one-meeting-as-a-manager\/"},"modified":"2023-02-26T16:33:36","modified_gmt":"2023-02-27T00:33:36","slug":"how-to-prepare-for-a-one-on-one-meeting-as-a-manager","status":"publish","type":"post","link":"https:\/\/canopy.is\/blog\/2018\/10\/24\/how-to-prepare-for-a-one-on-one-meeting-as-a-manager\/","title":{"rendered":"How to prepare for a one-on-one meeting as a manager"},"content":{"rendered":"\n<h2 class=\"wp-block-heading\" id=\"h-the-4-things-you-should-do-to-make-the-most-out-of-your-next-1-on-1-meeting\">The 4 things you should do to make the most out of your next 1-on-1 meeting.<\/h2>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/blog.knowyourteam.com\/wp-content\/uploads\/2018\/12\/5eb35-1frwr9fjc_1lukffod5r_1a.jpeg\" alt=\"\"\/><\/figure>\n\n\n\n<p>You\u2019re not prepared. Or at least that\u2019s what employees think when it comes to one-on-one meetings. In a recent survey we conducted of 1,182 managers and 838 employees, we found 36% of employees believe their manager is only \u201csomewhat prepared\u201d \u2013 and 40% of employees think their manager is \u201cnot prepared\u201d or \u201cnot prepared at all.\u201d<\/p>\n\n\n\n<div class=\"post-inline-banner\">\n<div class=\"post-inline-banner-text\">\n<strong>Looking for more detailed guidance on one-on-one meetings?<\/strong>\nMake sure to check out our 1:1 module in Canopy.\n<\/div>\n<div class=\"post-inline-banner-cta\">\n<a class=\"btn btn-primary\" href=\"https:\/\/canopy.is\/m\/training_modules\/4-how-to-hold-effective-1-1-meetings?utm_source=blog&#038;utm_medium=inlinebanner&#038;utm_campaign=one_on_ones\">Learn more<\/a>\n<\/div>\n<\/div>\n\n\n\n<p>That\u2019s almost half of employees thinking that their managers aren\u2019t as prepared for one-on-one meetings as they could be.<\/p>\n\n\n\n<p>Managers seem to agree. Twenty-four percent of managers we surveyed said their biggest frustration with one-on-one meetings is they\u2019re never sure how to prepare or what to ask.<\/p>\n\n\n\n<p>Fortunately, preparing for a one-on-one meeting is neither hard nor time-consuming. Before your next one-on-one, here are the four things you can do (and each takes 10 minutes or less):<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">#1: Get up-to-speed.<\/h3>\n\n\n\n<p>You waste time when you\u2019re not up-to-speed. When you walk into a one-on-one meeting not knowing what the person has been working on for the past month, you squander 10\u201315 minutes to get caught up on old information. That\u2019s 10\u201315 minutes that could\u2019ve been spent discovering and discussing&nbsp;<em>new<\/em>&nbsp;information. Instead, spend a few minutes getting up to speed before the meeting rather than during it. Specifically:<\/p>\n\n\n\n<ul><li><strong>Review status updates ahead of time.<\/strong>&nbsp;You\u2019ll save time by not rehashing \u201cWhat\u2019s the latest on X?\u201d And you\u2019ll better orient yourself on what the focus of the one-on-one meeting should be.<\/li><li><strong>Revisit notes from the last one-on-one meeting.<\/strong>&nbsp;You\u2019ll realize there\u2019s an important topic you need to circle back on or an action item you need to complete. These notes can also help inform the questions you want to ask for this upcoming meeting<\/li><\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">#2: Ask your direct report to create an&nbsp;agenda.<\/h3>\n\n\n\n<p>Ask the employee to create an agenda ahead of time with what might be on her mind. You can say or write something like \u201cMind kicking-off the first draft of the agenda for our one-on-one meeting? I want to focus on what you want to talk about, first. And then I\u2019m happy to take a pass and add anything else to it.\u201d<\/p>\n\n\n\n<p>By letting her take the lead and initiate the agenda, you demonstrate to her that it\u2019s her priorities that you want to address first. She\u2019s in the driver\u2019s seat, not you.<\/p>\n\n\n\n<p>Then, of course, you\u2019ll want to review the agenda before the meeting and offer any additions for what you want to talk about.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">#3: Clearly define for yourself: What do you want to&nbsp;know?<\/h3>\n\n\n\n<p>Yes, you\u2019re asking the employee to write the agenda\u200a\u2014\u200abut you also want to think for&nbsp;<em>yourself<\/em>&nbsp;what you want to know. Is there a concern you have about this person\u2019s ability to work well with others? Are you wondering if they feel challenged enough by the work itself? If nothing specific comes to mind, consider these four areas of focus for a one-on-one meeting:<\/p>\n\n\n\n<ul><li><strong>Concerns and issues.<\/strong>&nbsp;What potential problems might be bubbling up that you don\u2019t know about, but should?<\/li><li><strong>Feedback about work performance.<\/strong>&nbsp;What does your direct report need to be doing differently? How can you improve your own management style?<\/li><li><strong>Career direction.<\/strong>&nbsp;How can you help support this person&#8217;s progress toward their career goals? Are you both on the same page for what progress looks like?<\/li><li><strong>Personal connection.<\/strong>&nbsp;What outside of work in their life is going on that you want to know more about?<\/li><\/ul>\n\n\n\n<p>Reflect on these four areas to generate ideas for questions you should be asking, or topics you think should be covered during the one-on-one meeting.<\/p>\n\n\n\n<p>I\u2019d recommend picking one or two of these focus areas, and then brainstorming at least 3\u20137 questions for each area. You may not ask all the questions (or any!), but they are helpful to have in your back pocket should the conversation lag or veer off-topic.<\/p>\n\n\n\n<p>To help you get started, here are some examples of one-on-one meeting questions in each focus area:<\/p>\n\n\n\n<p><strong>Questions that uncover concerns\/issues\u2026<\/strong><\/p>\n\n\n\n<ul><li>\u201cWhen have you felt most motivated about the work you\u2019ve been doing?\u201d<\/li><li>\u201cIs anything holding you back from doing the best work you can do right now?\u201d<\/li><\/ul>\n\n\n\n<p><strong>Questions that elicit feedback about work performance\u2026<\/strong><\/p>\n\n\n\n<ul><li>\u201cWould you like more or less feedback on your work? Why\/why not?\u201d<\/li><li>\u201cWhat\u2019s a recent situation you wish you handled differently? What would you change?\u201d<\/li><\/ul>\n\n\n\n<p><strong>Questions that help provide career direction\u2026<\/strong><\/p>\n\n\n\n<ul><li>\u201cWhat\u2019s one thing we could do today to help you with your long term goals?\u201d<\/li><li>\u201cIs there an area outside your current role where you feel you could be contributing?\u201d<\/li><\/ul>\n\n\n\n<p><strong>Questions that foster a sense of personal connection\u2026<\/strong><\/p>\n\n\n\n<ul><li>\u201cBeen anywhere recently for the first time?\u201d<\/li><li>\u201cWhat have you been excited about lately?\u201d<\/li><\/ul>\n\n\n\n<p>I always try to ask at least one question focused on a personal connection and use that question to open up the meeting. This helps break the ice at the beginning of your meeting and builds rapport with your employees. Without this sense of rapport, your employee won\u2019t feel comfortable divulging anything meaningful\u200a\u2014\u200anor will she find the conversation much fun.<\/p>\n\n\n\n<p>For more ideas for questions to ask during a one-on-one meeting, you can visit\u00a0<a href=\"http:\/\/knowyourteam.com\/?utm_source=blog&amp;utm_medium=post&amp;utm_campaign=inline_link\">signup for our training program<\/a>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">#4: Calibrate your&nbsp;mindset.<\/h3>\n\n\n\n<p>Take a minute to remind yourself: This meeting is not like other meetings. You aren\u2019t running it. Your primary job is to absorb the information being shared with you, poke holes to figure out how an employee is\u00a0<em>actually<\/em>\u00a0feeling, let things marinate, and then figure out when you need to do. You shouldn\u2019t be talking. You should be listening and scanning for the truth.<\/p>\n\n\n\n<div class=\"post-inline-banner\">\n<div class=\"post-inline-banner-text\">\n<strong>Looking for more detailed guidance on one-on-one meetings?<\/strong>\nMake sure to check out our 1:1 module in Canopy.\n<\/div>\n<div class=\"post-inline-banner-cta\">\n<a class=\"btn btn-primary\" href=\"https:\/\/canopy.is\/m\/training_modules\/4-how-to-hold-effective-1-1-meetings?utm_source=blog&#038;utm_medium=inlinebanner&#038;utm_campaign=one_on_ones\">Learn more<\/a>\n<\/div>\n<\/div>\n\n\n\n<p>These four steps take 15 minutes, maybe 30 minutes at most, to complete in total. That\u2019s 15 minutes\u200a\u2014\u200a30 minutes of preparation that ensures your hour-long one-on-one meeting is not an hour wasted. Invest in preparing for your one-on-one to get the most out of this time together.<\/p>\n\n\n\n<div class=\"newsletter-post-form-container\">\n  <h3>Never miss a post \u2013&nbsp;get our latest leadership insights, as they&#8217;re released&#8230;<\/h3>\n\n<iframe src=\"https:\/\/newsletter.canopy.is\/embed\" width=\"850\" height=\"150\" style=\"border:1px solid #EEE; background:white;\" frameborder=\"0\" scrolling=\"no\"><\/iframe>\n<\/div>\n<br\/>\n\n\n\n<p><\/p>\n\n\n<h3 class=\"crp-list-title\">You might also find these articles helpful&#8230;<\/h3><ul class=\"crp-list\"><li class=\"crp-list-item crp-list-item-image-above crp-list-item-has-image\"><div class=\"crp-list-item-image\"><a href=\"https:\/\/canopy.is\/blog\/2018\/01\/11\/the-8-best-questions-to-ask-during-a-one-on-one-meeting\/\"><img decoding=\"async\" data-pin-nopin=\"true\" style=\"max-width: 50px; height: auto;\" width=\"50\" height=\"50\" src=\"https:\/\/canopy.is\/blog\/wp-content\/uploads\/2018\/12\/22e24-1fhcjchvmp0qczswldyvycw-150x150.jpeg\" class=\"attachment-50x50 size-50x50 wp-post-image\" alt=\"\" \/><\/a><\/div><div class=\"crp-list-item-title\"><a href=\"https:\/\/canopy.is\/blog\/2018\/01\/11\/the-8-best-questions-to-ask-during-a-one-on-one-meeting\/\">The 8 best questions to ask during a one-on-one meeting<\/a><\/div><\/li><li class=\"crp-list-item crp-list-item-image-above crp-list-item-has-image\"><div class=\"crp-list-item-image\"><a href=\"https:\/\/canopy.is\/blog\/2018\/10\/23\/stop-asking-these-4-one-on-one-meeting-questions\/\"><img decoding=\"async\" data-pin-nopin=\"true\" style=\"max-width: 50px; height: auto;\" width=\"50\" height=\"50\" src=\"https:\/\/canopy.is\/blog\/wp-content\/uploads\/2018\/12\/9f629-1ebmgizgmbhsuau21tnueoq-150x150.jpeg\" class=\"attachment-50x50 size-50x50 wp-post-image\" alt=\"\" \/><\/a><\/div><div class=\"crp-list-item-title\"><a href=\"https:\/\/canopy.is\/blog\/2018\/10\/23\/stop-asking-these-4-one-on-one-meeting-questions\/\">Stop asking these 4 questions during your one-on-one meetings<\/a><\/div><\/li><li class=\"crp-list-item crp-list-item-image-above crp-list-item-has-image\"><div class=\"crp-list-item-image\"><a href=\"https:\/\/canopy.is\/blog\/2018\/04\/25\/one-on-ones-101-with-whom-and-how-often\/\"><img decoding=\"async\" data-pin-nopin=\"true\" style=\"max-width: 50px; height: auto;\" width=\"50\" height=\"50\" src=\"https:\/\/canopy.is\/blog\/wp-content\/uploads\/2018\/12\/7e36d-1iz8o4lj6qmlejqhjibhjig-150x150.jpeg\" class=\"attachment-50x50 size-50x50 wp-post-image\" alt=\"\" \/><\/a><\/div><div class=\"crp-list-item-title\"><a href=\"https:\/\/canopy.is\/blog\/2018\/04\/25\/one-on-ones-101-with-whom-and-how-often\/\">One-on-ones 101: With whom and how often?<\/a><\/div><\/li><li class=\"crp-list-item crp-list-item-image-above crp-list-item-has-image\"><div class=\"crp-list-item-image\"><a href=\"https:\/\/canopy.is\/blog\/2018\/10\/22\/14-questions-to-ask-an-underperforming-employee-during-a-one-on-one-meeting\/\"><img decoding=\"async\" data-pin-nopin=\"true\" style=\"max-width: 50px; height: auto;\" width=\"50\" height=\"50\" src=\"https:\/\/canopy.is\/blog\/wp-content\/uploads\/2018\/12\/f24b6-1igd8zx9ddejliebm-dpwhg-150x150.jpeg\" class=\"attachment-50x50 size-50x50 wp-post-image\" alt=\"\" \/><\/a><\/div><div class=\"crp-list-item-title\"><a href=\"https:\/\/canopy.is\/blog\/2018\/10\/22\/14-questions-to-ask-an-underperforming-employee-during-a-one-on-one-meeting\/\">14 questions to ask an underperforming employee during a one-on-one meeting<\/a><\/div><\/li><\/ul>\n\n\n<figure class=\"wp-block-image size-full\"><a href=\"http:\/\/knowyourteam.com\/?utm_source=blog&amp;utm_medium=banner&amp;utm_content=footer\"><img decoding=\"async\" width=\"2516\" height=\"944\" src=\"https:\/\/knowyourteam.com\/blog\/wp-content\/uploads\/2023\/02\/CleanShot-2023-02-09-at-19.36.32@2x.png\" alt=\"\" class=\"wp-image-7971\"\/><\/a><\/figure>\n","protected":false},"excerpt":{"rendered":"<p>The 4 things you should do to make the most out of your next 1-on-1 meeting. You\u2019re not prepared. Or at least that\u2019s what employees think when it comes to one-on-one meetings. In a recent survey we conducted of 1,182 managers and 838 employees, we found 36% of employees believe their manager is only \u201csomewhat&hellip; <\/p>\n<p><a class=\"moretag\" href=\"https:\/\/canopy.is\/blog\/2018\/10\/24\/how-to-prepare-for-a-one-on-one-meeting-as-a-manager\/\">Read the full article<\/a><\/p>\n","protected":false},"author":2,"featured_media":65,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"episode_type":"","audio_file":"","cover_image":"","cover_image_id":"","duration":"","filesize":"","date_recorded":"","explicit":"","block":"","itunes_episode_number":"","itunes_title":"","itunes_season_number":"","itunes_episode_type":"","filesize_raw":"","footnotes":""},"categories":[101],"tags":[43,44,50,53,76,105],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v20.1 (Yoast SEO v22.4) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to prepare for a one-on-one meeting as a manager - Canopy | Blog<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/canopy.is\/blog\/2018\/10\/24\/how-to-prepare-for-a-one-on-one-meeting-as-a-manager\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to prepare for a one-on-one meeting as a manager\" \/>\n<meta property=\"og:description\" content=\"The 4 things you should do to make the most out of your next 1-on-1 meeting. 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Or at least that\u2019s what employees think when it comes to\" \/>\n<meta property=\"og:url\" content=\"https:\/\/canopy.is\/blog\/2018\/10\/24\/how-to-prepare-for-a-one-on-one-meeting-as-a-manager\/\" \/>\n<meta property=\"og:site_name\" content=\"Canopy | Blog\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/knowyourteamhq\" \/>\n<meta property=\"article:published_time\" content=\"2018-10-24T10:33:34+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2023-02-27T00:33:36+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/canopy.is\/blog\/wp-content\/uploads\/2018\/12\/5eb35-1frwr9fjc_1lukffod5r_1a.jpeg\" \/>\n\t<meta property=\"og:image:width\" content=\"800\" \/>\n\t<meta property=\"og:image:height\" content=\"348\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Claire Lew\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@clairejlew\" \/>\n<meta name=\"twitter:site\" content=\"@KnowYourTeamHQ\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Claire Lew\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"5 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/canopy.is\/blog\/2018\/10\/24\/how-to-prepare-for-a-one-on-one-meeting-as-a-manager\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/canopy.is\/blog\/2018\/10\/24\/how-to-prepare-for-a-one-on-one-meeting-as-a-manager\/\"},\"author\":{\"name\":\"Claire Lew\",\"@id\":\"https:\/\/canopy.is\/blog\/#\/schema\/person\/94d1f9d2f817b329f35174edc7d4fa5f\"},\"headline\":\"How to prepare for a one-on-one meeting as a manager\",\"datePublished\":\"2018-10-24T10:33:34+00:00\",\"dateModified\":\"2023-02-27T00:33:36+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/canopy.is\/blog\/2018\/10\/24\/how-to-prepare-for-a-one-on-one-meeting-as-a-manager\/\"},\"wordCount\":1021,\"commentCount\":2,\"publisher\":{\"@id\":\"https:\/\/canopy.is\/blog\/#organization\"},\"image\":{\"@id\":\"https:\/\/canopy.is\/blog\/2018\/10\/24\/how-to-prepare-for-a-one-on-one-meeting-as-a-manager\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/canopy.is\/blog\/wp-content\/uploads\/2018\/12\/5eb35-1frwr9fjc_1lukffod5r_1a.jpeg\",\"keywords\":[\"Leadership\",\"Leadership Development\",\"Management\",\"Meetings\",\"Startup\",\"Top Posts\"],\"articleSection\":[\"Leadership\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\/\/canopy.is\/blog\/2018\/10\/24\/how-to-prepare-for-a-one-on-one-meeting-as-a-manager\/#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/canopy.is\/blog\/2018\/10\/24\/how-to-prepare-for-a-one-on-one-meeting-as-a-manager\/\",\"url\":\"https:\/\/canopy.is\/blog\/2018\/10\/24\/how-to-prepare-for-a-one-on-one-meeting-as-a-manager\/\",\"name\":\"How to prepare for a one-on-one meeting as a manager - 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