What is their purpose? 

The purpose of a one-on-one can vary depending on the need and frequency. For this discussion, we will focus on the weekly one-on-one as a check-in between a team member and team leader. The purpose of the meetings is to report on the progress of goals, and to revise or set new ones. As a regularly scheduled weekly meeting, this allotted time allows for any issues to be addressed with adjustments and/or corrections to be made, preventing delayed and potentially difficult conversations down the road. 

Although there are many templates available online, a typical Medworks agenda follows these questions for assessing weekly goals: 

1. What were your highlights for the week? (Could include personal as well as business) 
2. Did you have any incidents? 
3. Are you getting what you need from your leader? (This is a good question to turn around and ask if your leader is getting everything needed from you) 
4. What would you like for your company to stop, start, or keep doing? 
5. Did you discern any new opportunities or threats to business? 
6. Is there anything else you'd like to talk about? 
   

How to prepare for a One-on-One 

We are bombarded daily with massive amounts of information, oftentimes causing distractions and disruptions. In this climate, it's easy for details to slip, so having a strategy for organizing a productive one-on-one is paramount. In his book The Checklist Manifesto, Atul Gawande makes these remarks about the overwhelming amounts of information coming to us in the 21st Century, 

"Knowledge has both saved us and burdened us. That means we need a different strategy for overcoming failure ... And there is such a strategy — though it will seem almost ridiculous in its simplicity ... 

It is a checklist."

To underscore this sentiment, Maurie Backman, writing for The Motley Fool, says this in her article How to Make the Most of Weekly One on Ones with Your Boss, 

 “… if you are going to hold these meetings, do your best to make them productive.

Come prepared with a list of questions and talking points and ask your employees to do the same.” 

Preparing for a one-on-one is as important as the meeting itself. Preparation helps everyone maximize this opportunity. This is where checklists come in. During the work week, there are natural opportunities to create helpful lists. Combining these lists can produce a comprehensive record of your week's activities and "hold the memory" for you. 

For a personal application, here are the three resources I utilize to prepare for my one-on-one: 

1. At the end of each meeting, my leader emails a summary with concise answers to my meeting questions as well as any discussion that may have arisen from our conversation. This gives me a running record of my accomplished goals as well as a new checklist for new tasks and new goals. 
2. In addition, our marketing team conducts a weekly catch-up which also produces a checklist of to-dos for each member. As Marketing Administrator, this is a helpful list to apply to my one-on-one planning because it serves as a reminder and record keeper of the items I need to present to my leader. 
3. Lastly, I refer to my personal calendar/journal which contains not only meeting references, but also notes on my activities and new ideas acquired since my previous one-on-one. For sales team members, a quick reference to your Salesforce calendar can serve as a valuable tool. 

Combined, these three resources are the structures I use to create a comprehensive checklist when preparing for my one-on-one. I am now ready to report complaints or issues, receive support and advice, and gain clarity on my projected goals.

Who benefits? 

Remember that this time is set aside for you to have your leader's full attention. Take full advantage of it. By being prepared, you can maximize this time and make it a valuable tool for you, your leader, your team, and your company. By bringing any concerns to a weekly meeting, you prevent unresolved issues from developing into more complicated situations in the future. On the upside, you can discuss progress of your projects, get insights and direction, and be better prepared for your week ahead. You can also use this opportunity to bring new ideas, discuss their validity and timing, brainstorm with your leader, and receive advice as to how to move forward. 

Another benefit to one-on-ones is that they replace performance reviews at the six month or annual marker. It is much better to keep communication current than to wait for the dreaded periodic review. 

Furthermore, there is the added positive result from being accountable in real time. Our company's leaders set quarterly goals for all employees, including themselves. With weekly reporting of your progress, there's a much less likelihood of procrastinating until the last minute to complete a quarterly goal. This is where you and the company as a whole benefit because personal quarterly goals are determined in conjunction with the company's overall goals. Everyone is an important cog in the wheel. When functioning properly, the organization runs smoothly, and company goals can be uniformly achieved.   

So, in a snapshot, here's how to be better prepared for your one-on-one: 

• Look at previous notes from your leader 
• Look at your notes/lists from your week's meetings and agendas 
• Look at your journal and personal to-do checklists 
• Add items that you want to discuss 

By combining these readily available resources, you can achieve a smooth and effective one-on-one! Can you think of other applications where one-on-ones could benefit you?

If you viewed the Medworks video, How the West was Won, you might remember Lindsey Reynolds' comment in the closing remarks when she states that the Reynolds' bustling household has adopted a one-on-one strategy to their weekly routine. What a great idea! Now you know what she was referring to!