How to run effective 1:1 meetings + list of questions

If you're a team leader, probably you run some weekly meetings with your direct reports. In this edition of the 'Soft career' we're going to talk about how to make these meetings an effective team management instrument.

I divide all direct reports meetings into two categories:

1. Employee Operations Meetings
2. People Operations Meetings

We will talk about both of them in order to cover the full cycle.

Employee Operations Meetings

These are the 1:1 meetings where you can discuss statuses, bottlenecks, checkpoints in order to unblock the work for your team.

I usually run them every week in order to keep up with the projects pace. But it's 100% up to you to decide on the regularity: if you have a team of 20, it's probably not the best way to structure your week (e.g. move to written statuses and schedule meetings based on them).

Set goals and let your team prepare

It should be clear to your team why you're two meeting. Schedule regular meetings and add agenda. Use something like this:

*This is a regular meeting. The goal is to discuss current projects, statues, and brainstorm on unblocking ideas. Please bring:

1. The current status of all the projects: projects + context + what is going on now.
2. List of blockers/bottlenecks + your suggestion on how to solve it
3. Any other ideas (e.g. on how to optimize time)
4. Your plan for the next week + success metrics on each of them*.

You can also ask for all these points to be sent to you the day before the meeting, so you can prepare additional questions and ideas.

Make it clear on what you expect from them and point out that you don't just need listed bottlenecks, but also their solution to it.

During your meeting

1. Take notes. With a good preparation from your team members, you don't have to document everything (because they already prepared and sent it to you). But don't forget to take notes on actions + hard topics that need to be discussed after or with other people
2. Try to listen more and ask open-ended questions. Some leaders can suggest solutions right away, but the idea of these meetings is to help your team find better solutions on their own, not to just solve everything and move on. The best leaders grow other leaders.

After the meeting

You should have a clear action plan (for you and your team members). Don't forget to make sure your team member understands the expected result you'd like to see in a week.

List of questions to use during these meetings:

1. What is the best way to solve this issue?
2. What bottlenecks do you see here?
3. What do you think we can do better, faster, more efficient?
4. What is not working right now and why? How can we solve it?
5. What are the 3 ways to move on with these projects?
6. Why do you think this issue happened? How can we overcome it?

People Operations Meetings

These are the 1:1 meetings where you can discuss motivation, frustration, conflicts, development, and personal things that might affect performance.

I usually run them once in 2-3 weeks, but adapt it to the size of your team (once a month works too).

Don't even try to convince me otherwise: everything personal affects our work and performance. It's impossible to stay focused and concentrated if something bad happens in your personal life.

The goal of these meetings is to understand your team members (what drives them, what frustrates them), and put them in situations where they can have more of what drives them and less of what frustrates them.

The most important part: goals and boundaries! Of course, we don't want to intrude into the deepest personal issues of the person. But we can let them know we're here and we have their back. Let them prepare the following:

1. What was the best task you ran during the last period, and why?
2. What was the worst task, and why?
3. Is there anything that frustrates you? Why?
4. Is there anything you want to change? Why?
5. Is there anything you'd like to start doing?
6. Is there anything that affects your performance? How can I help you?
7. Are there any conflicts right now that bother you?

Don't try to structure these meetings. They should flow like a real conversation. If you see someone is bothered by conflicts, don't try to push and discuss the good parts. Focus on conflict resolution.

If you only run Employee Operations Meetings, you might miss the lack of motivation, frustrations. If you only run People Operations Meetings, you might miss some work issues, stoppers, blockers.

Combine those two to get the best result.

Meet me on the soft side of your work next time,

Daria L. ❤️