The Purpose of 1:1 Meetings

1:1 meetings serve multiple important and crucial purposes:

1. Building trust and respect
2. Removing blockers for team members
3. Ensuring everyone feels heard
4. Aligning the team through transparency
5. Providing feedback and motivation
6. Celebrating individual wins

The Servant Leader Approach

I consider myself a servant leader in 1:1s. My primary role is to support my team members, making the time they spend with me theirs to use effectively. While I guide the conversation when necessary, I prioritise listening and understanding their needs.

This approach is crucial because it shifts the focus from top-down management to empowering team members. By putting their needs first, you create an environment of trust and openness. This, in turn, leads to:

• Increased engagement and motivation
• Better problem-solving as team members feel comfortable sharing challenges
• Improved team morale and job satisfaction
• Higher retention rates as employees feel valued and supported

Remember, the goal is to help your team members grow and succeed. By adopting a servant leader approach, you're investing in their development, which ultimately benefits the entire organisation.

Adapting to Individual Needs

One size doesn't fit all when it comes to 1:1 meetings. I've found that team members broadly fall into two categories:

1. Those who come prepared with notes and topics to discuss
2. Those who benefit from more structure to get the most out of the meeting

Recognising these differences and adapting my approach accordingly has been key to successful 1:1s.

It's worth noting that often, more senior or autonomous team members tend to fall into the first category. They're usually more proactive in managing their own development and have a clearer idea of what they want to discuss.

For those who need more structure, it's important to coach them towards taking ownership of the meeting. I often remind them that this is their time, and encourage them to come prepared with topics they want to discuss. Over time, this helps them become more proactive and get more value out of our 1:1s.

Regardless of their style, I always make it clear that the 1:1 is primarily for them, and that they have a say in what we discuss and go through. This empowers them to take control of their own development and use the 1:1 time effectively.

The Power of Listening and Perspective

One of the most valuable aspects of 1:1s is the opportunity they provide for team members to talk through difficulties and gain new perspectives. As a leader, I've found that often, simply listening and offering an outside viewpoint can help reset an individual's approach to a problem.

Structuring 1:1 Meetings

While I prefer a flexible approach, here's a general structure I use when more guidance is needed:

1. Open conversation (5-10 minutes): Build rapport and trust through casual discussion.
2. Mood check: I sometimes use the "weather forecast" technique to gauge how team members are feeling.
3. Feedback exchange: Provide and request feedback, addressing any issues promptly.
4. Goals and KPIs review: Regularly revisit and discuss progress on individual and team objectives.
5. Career progression: Discuss long-term aspirations and opportunities for growth.

How Often and For How Long?

The frequency and duration of 1:1s in my team varied based on role and individual needs:

1. Team leads: 1 hour weekly, Why? They often needed more strategic discussions and had a broader impact on the team.
2. Senior engineers: 15-30 minutes weekly, Why? Regular check-ins helped with technical decision-making and mentoring discussions.
3. Mid-level and junior engineers: 15-30 minutes monthly with me, but weekly with their direct lead or mentor, Why? This approach ensured they got frequent support tailored to their technical growth, while still maintaining a direct line to me for broader career discussions and team alignment.

It's worth noting that this structure was flexible. If anyone needed more time or frequent check-ins, my door was always open. The goal was to provide the right balance of support for each team member's growth and the team's overall success.

Consistency is key

I learned that regularly cancelling 1:1s can make team members feel undervalued. I block out 1:1 time in my calendar and treat it as sacred. If I must reschedule, I do it well in advance and transparently explain why.

Aligning Individual Goals with Business Objectives

One crucial aspect of 1:1s is using them to help individuals meet business goals and targets. Here's how I approach this:

1. Communicate OKRs and KPIs: I ensure team members understand our overall business objectives and how their work contributes to these goals.
2. Set Individual Goals: We collaboratively set goals that align with both the individual's career aspirations and the company's objectives.
3. Regular Check-ins: During 1:1s, we review progress towards these goals, discussing any challenges or support needed.
4. Encouragement and Support: I use 1:1s to provide encouragement, recognise progress, and offer resources or guidance to help team members meet their targets.
5. Adjust as Needed: If circumstances change or goals need adjusting, 1:1s provide a perfect opportunity to have these discussions and realign.

By consistently focusing on these goals during 1:1s, we ensure that individual growth and business objectives remain aligned, driving both personal and organisational success.

The Importance of Consistent Feedback in 1:1s

A personal experience early in my career significantly shaped my approach to performance management in 1:1s. I witnessed a colleague fail their probation, receiving the news as a complete shock due to a lack of ongoing feedback from their manager. This situation highlighted the critical importance of regular, honest communication about performance.

As a result, I've adopted a mantra of "little and often" when it comes to managing expectations and discussing performance. This approach helps to:

1. Avoid surprises: Team members should always have a clear understanding of where they stand.
2. Provide opportunities for improvement: Regular feedback allows individuals to course-correct before small issues become significant problems.
3. Build trust: Consistent, honest communication fosters a transparent and supportive work environment.
4. Reduce stress: By addressing performance regularly, we can avoid the anxiety that comes with infrequent, high-stakes reviews.

In practice, this means using 1:1s to have open conversations about performance, celebrating successes and addressing concerns promptly. It's about creating a continuous dialogue that supports growth and alignment with business objectives, rather than relying on infrequent, formal reviews.

Remember, as a leader, one of your key responsibilities is to ensure your team members have every opportunity to succeed. Regular, constructive feedback in 1:1s is a crucial tool in achieving this goal.

Real-World Example: From 1:1 Chat to Business Win

Here's a story that shows how 1:1s can make a real difference:

During a routine 1:1, one of our mid-level developers mentioned they'd been tinkering with React Native in their spare time. They were enthusiastic about it but didn't see how it fit into our current work.

Instead of just noting it and moving on, we had a proper chat about it. We explored what interested them about React Native and how it might benefit the team and our clients.

Following this conversation, I looked for opportunities to leverage this interest:

1. We started small, allocating some time for this developer to handle React Native maintenance on an existing project.
2. As they grew more confident, we gradually increased their responsibility in this area.
3. Over time, they became our go-to person for React Native, sharing knowledge with the rest of the team.
4. When a potential client approached us about a large React Native project, this developer was perfectly positioned to lead the pitch.
5. They ended up heading a team of five, securing and delivering a significant contract for a new app.

This evolution took place over about 18 months, with regular check-ins during our 1:1s to ensure they felt supported and challenged in the right ways, There was also career growth discussions that happend within this time that saw the individual get premoted to senior and later on became the lead developer for the team.

The lesson? 1:1s aren't just about the day-to-day. They're a chance to uncover hidden talents and interests that can drive both personal growth and business success. By creating a space where team members feel comfortable sharing their passions, you open up possibilities that might otherwise go unnoticed.

Tools and Resources

To manage actions and notes from 1:1s effectively, I recommend tools like OfficeVibe for comprehensive team engagement and 1:1 management. For more budget-conscious options, shared Google Docs can work well. I've also found Notion to be an excellent tool for tracking tasks and notes from 1:1s. These tools help track commitments and ensure follow-up without micromanaging.