{"id":7604,"date":"2020-12-17T20:51:51","date_gmt":"2020-12-17T16:51:51","guid":{"rendered":"https:\/\/krisp.ai\/blog\/?p=7604"},"modified":"2024-07-04T12:52:37","modified_gmt":"2024-07-04T08:52:37","slug":"remote-one-on-one-meetings","status":"publish","type":"post","link":"https:\/\/krisp.ai\/blog\/remote-one-on-one-meetings\/","title":{"rendered":"How to Run Effective Remote One-on-One Meetings | 9 Tips for Success"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Managers with more than <\/span><a href=\"https:\/\/soapboxhq.com\/state-of-one-on-ones-report\"><span style=\"font-weight: 400;\">50% of their employees<\/span><\/a><span style=\"font-weight: 400;\"> working remotely struggle the most when it comes to making time for one-on-one meetings. This is just one of the dozens of challenges managers are experiencing while juggling a fully-remote or hybrid workplace.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Having one-on-ones remains especially important for remote teams. It helps build rapport and identify any issues early on in the absence of your usual face-to-face contact or &#8220;<a href=\"https:\/\/krisp.ai\/blog\/virtual-water-cooler\/\">water cooler talks<\/a>&#8220;.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In general, one-on-one meetings are responsible for:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Getting clear access to an employee\u2019s thoughts so no struggles are left without a solution<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Receiving feedback without external disruptors or influencers<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Building team loyalty and trust that allows both parties to hold comfortable conversations<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Improving productivity by allowing managers to <\/span><a href=\"https:\/\/krisp.ai\/blog\/engaging-remote-employees\/\"><span style=\"font-weight: 400;\">keep their team engaged<\/span><\/a><\/li>\n<\/ul>\n<p><b>With both business and employee wellness profiting from these, how do you host effective one-on-one meetings virtually?<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s have a run through the best virtual one-on-one meeting tips.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">1. Don\u2019t rush a remote one-on-one meeting and avoid canceling it<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Take as much time as needed to get employee feedback.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Say they\u2019ve got common issues like not getting a flexible schedule or finding themselves working long hours after work. Employees might be hesitant to share these immediately as they\u2019re most often unsure as to what your reaction will be like. Reassure them that frankness is the number one thing you expect from them and there\u2019s nothing that could go wrong. This builds a level of trust that goes both ways so they will learn to gradually turn to you whenever they\u2019re not happy with their work, performance, or how the company is treating its employees.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Given the opportunity they provide for both the employee and the manager to clarify potential misunderstandings, canceling remote one-on-one meetings or postponing them indefinitely is one of the biggest mistakes you can make.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For one, this makes your employee think there\u2019s something else more important than their feedback. But omitting to catch up every now and then can also mess with your team\u2019s work quality and lead to endless misunderstandings that will only flood your Slack inbox.<\/span><\/p>\n<p><b>Tip:<\/b><span style=\"font-weight: 400;\"> Hold your one-on-one meetings regularly and at a recurring time. Being flexible is ok but do track the length of your sessions to monitor progress. Having a clear overlook at your one-on-one meetings schedule lets you notice which time frames are best for calling up a meet-up without interrupting productive work. Bad time distribution signals include spending more than 10 extra minutes every single time or preventing the employee from attending another meeting because you have \u201cone more thing to say\u201d.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">2. Organize one-on-one meetings according to your company culture<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Pride yourself as a fun team that\u2019s void of the boring routine?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Start every meeting by building rapport instead of jumping into the work-related talk. Stay away from status updates if you can communicate these via a Slack channel everyone has access to or team meeting instead.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Want to schedule a task or plan work distribution? Keep this for better occasions like a project meeting. Remote one-on-one meetings are all about making up for any lost face-to-face interactions. It\u2019s that time to get a bit more personal and ask a lot of questions to uncover even one tiny reason someone might be dissatisfied at work.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">And, of course, come up with a list of not-so-regular one-on-one meeting questions you can switch up every now and then. Here are some examples:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What\u2019s one crazy thing you\u2019d be able to pull through if it meant having a better at-work experience?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Do you feel like someone on your team is doing better than you?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Was there ever a time when you felt like I or someone else was negatively influencing your performance?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Is there any way for us to give you a more feasible career development opportunity?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Do you like my management style? What would you change in my place?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What\u2019s that one thing that keeps you worried every day?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What\u2019s your favorite way of getting your energy levels high again?<\/span><\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400;\">3. Create a clear list of goals and expectations for each meeting<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Repeat after me: Every single one-on-one meeting has its purpose.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There\u2019s no such thing as calling the meeting just to check it off a to-do list.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Sharing your goals and expectations lets team members prepare beforehand so no question is unexpected or cornering them. Want to keep <\/span><a href=\"https:\/\/krisp.ai\/blog\/productive-remote-meeting\/\"><span style=\"font-weight: 400;\">meetings as productive<\/span><\/a><span style=\"font-weight: 400;\"> as possible? Put together a meeting agenda no matter how simple it might be so you\u2019re giving at least some kind of context to your employees.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To know exactly what you need to include in your remote one-on-one meeting agenda, here\u2019s a numbered template for a weekly meet-up:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How did the week pass? Were there any low moments or wins you experienced?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Is there anything specific you\u2019d like to talk about?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Were there any distractions or hurdles that stopped your work? Were you able to reach all of your goals? Do you have a work habit you\u2019d like to change?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Can I or someone on the team help with a specific task you\u2019re struggling with?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Anything else you want to share?<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">Having similar points listed out also guarantees you won\u2019t ask unnecessary questions or get into status updates. You can also get your employees to contribute to the agenda before the meeting to touch upon topics you might have missed.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">4. Don\u2019t forget to prepare yourself too for the remote one-on-one meeting<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Do your own research into an employee\u2019s activity and performance so you can see where they\u2019re struggling and where they\u2019re excelling without asking them. As an added bonus, this will show them that you\u2019re truly interested in their work and it lets you tap into potentially hidden issues.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Look up any stats, put priorities in order, prepare your materials, and test out any of the suggestions you\u2019re about to make. You can also guess some of the questions an employee might ask you so you\u2019ll have the answers at hand. Plus, look at the notes from your last meeting. Anything that needed to be fixed or discussed again? Add it to your agenda so you\u2019ll remember to bring it up.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">5. Try not to take over the whole conversation<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Remote managers are supposed to be both an advisor and a moderator during one-on-one meetings. You come up with the right questions that will help you get the insight you need and then you let the employee do the talking.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Still, you want your employee to speak more and touch upon tiny wins, complaints, struggles, or recommendations that wouldn\u2019t have crossed your mind. Then, it\u2019s your turn to intervene again as you\u2019re making your own suggestions and promises.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Way too many remote one-on-one meetings end up with the manager talking for 90% of the time. A good rule of thumb is to state your main idea and then ask your employee for their own thoughts before moving on to the next talking point. This gives them enough time to give the whole details of their ideas or problems so they won\u2019t feel like they didn\u2019t get a chance to prove their worth or make a statement.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">6. Don\u2019t make the meeting about yourself<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Another mistake managers make during remote one-on-one meetings is completely forgetting about the employee\u2019s development as they\u2019re only bringing up the company\u2019s roadmap. Instead of focusing on how the company can prosper or how a project can be improved, try tapping into how an individual\u2019s growth will help the team.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Touch upon both professional and personal development and bring up any complications that might be preventing them from giving their best. Especially in a remote setting, knowing exactly how your team members feel is more difficult. You want the focus to be on spotting potential issues they have before you lose their engagement at work too.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A one-on-one meeting is the perfect time to discuss non-work related issues like loneliness or depression. This shows them you care and you\u2019re able to change an employee\u2019s life for the better by being there. Maintain a healthy balance though. Dwelling too much on the negative aspects will only keep them down in the dumps. Meanwhile, pulling part of the discussion towards work can prove to be a beneficial distraction<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">7. Create a proper environment<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Good news is that by <\/span><a href=\"https:\/\/krisp.ai\/blog\/work-from-home-guide\/\"><span style=\"font-weight: 400;\">working remotely<\/span><\/a><span style=\"font-weight: 400;\"> you\u2019re automatically eliminating most distractions you\u2019d have in an office. Better yet, you can have your employee stay for the meeting in a quiet, dedicated space. This allows them to feel comfortable in their own environment compared to coming over to the manager\u2019s office.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Three huge factors can still perturb a meeting.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">On one hand, you have way too many details in the background. If you\u2019re going to place yourself with a window behind you, the employee will shift their attention to the people walking on the street or construction work going on around your house instead. Choose a simple background or the classic bookcase to reduce the chance of their concentration slipping away and losing track of the ideas they wanted to bring up.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Next, we\u2019re looking at the tool you\u2019re using to hold your remote one-on-one meetings. Is it a video communication tool you\u2019ve been using for all your <\/span><a href=\"https:\/\/krisp.ai\/blog\/effective-virtual-meetings\/\"><span style=\"font-weight: 400;\">virtual meetings<\/span><\/a><span style=\"font-weight: 400;\">? Or are you testing a new one? You definitely don\u2019t want your one-on-one to be riddled with \u201cI don\u2019t know where this feature is.\u201d or \u201cHow can I share my screen?\u201d. So test any new software before the meeting and make sure both you and your team member know how to use it to its full potential.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The third is often the most impactful perturbant is any background noises. Particularly the ones that persist making it impossible for the other person to hear you. Family making noise in another room, dogs barking, or too much traffic in a day\u2014these are all sounds you can block from your one-on-one meeting using <\/span><a href=\"https:\/\/krisp.ai\/\"><span style=\"font-weight: 400;\">Krisp<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Turn on the tool and it automatically eliminates background noises that would otherwise get you and your listener to keep repeating something until it\u2019s actually heard. And guess what? You won\u2019t have to mute yourself all of the time.<\/span><\/p>\n<p>[demo]<\/p>\n<h2><span style=\"font-weight: 400;\">8. Take and share your meeting notes<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Meeting mantra to hold onto forever: What doesn&#8217;t get written down is forgotten almost instantly.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Write the main points to be discussed so you can always have their feedback prepared. These notes become useful to your team members too whenever you\u2019re mentioning your own advice or need them to follow up on a one-on-one meeting.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Include all of the key points of your discussion, what you both need to remember, as well as what needs to be done until your upcoming one-on-one. You can write them down in a notebook or just add them in a text document [Google Docs, a default note-taking app, etc.] you can keep on a separate monitor or in the corner of your screen.<\/span><\/p>\n<p>Additionally, incorporating Krisp&#8217;s <a href=\"https:\/\/krisp.ai\/ai-meeting-assistant\/\">AI meeting assistant<\/a> can transcribe and highlight important points in real-time, ensuring no detail is missed and making it easier for participants to focus on the conversation.<\/p>\n<p><img loading=\"lazy\" class=\"alignnone size-full wp-image-7606\" src=\"https:\/\/krisp.ai\/blog\/wp-content\/uploads\/2021\/12\/image1.png\" alt=\"remote one on one meetings\" width=\"1920\" height=\"1200\" \/><\/p>\n<p><span style=\"font-weight: 400;\">Have a clear list of action items they need to act upon after the one-on-one. You can review these at the beginning of each meeting to track the progress. This practice will make meetings more effective as they will lead to action. If you think it would be better to mention this somewhere else in the article, feel free to do so.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">9. Above all, make sure you\u2019re giving your best!<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">There\u2019s no way to quantify how successful a remote one-on-one meeting is. What you can do though is ask for feedback. Anonymous employee feedback surveys are a good bet at getting honest insights into what works for your team during one-on-one meetings.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For a thorough analysis, ask questions like \u201cWas there ever a time you felt like you couldn\u2019t say what you wanted?\u201d and \u201cHow would you like your remote one-on-one meetings to change in the future?\u201d.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If done right, one-on-one meetings can bring many benefits in the long-term. They\u2019ll build employer-team rapport, making every individual feel valued and resolving potential issues early on. And now you\u2019re equipped with all of the best tips to do them right!<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Share this article with your network to help other managers turn a boring one-on-one into a session their team will look forward to. As for your next step, check out our <\/span><a href=\"https:\/\/krisp.ai\/blog\/meeting-fatigue\/\"><span style=\"font-weight: 400;\">guide to preventing meeting fatigue<\/span><\/a><span style=\"font-weight: 400;\"> to find out how you can keep meetings shorter or avoid calling up a remote one-on-one if there&#8217;s nothing to share.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Managers with more than 50% of their employees working remotely struggle the most when it comes to making time for one-on-one meetings. This is just one of the dozens of challenges managers are experiencing while juggling a fully-remote or hybrid workplace.\u00a0 Having one-on-ones remains especially important for remote teams. It helps build rapport and identify [&hellip;]<\/p>\n","protected":false},"author":32,"featured_media":6292,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"two_page_speed":[]},"categories":[314,57],"tags":[],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v24.2 (Yoast SEO v23.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Run Effective Remote One-on-One Meetings | 9 Tips for Success<\/title>\n<meta name=\"description\" content=\"How do you run effective one-on-one meetings virtually? Let\u2019s have a run through the best virtual one-on-one meeting tips.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/krisp.ai\/blog\/remote-one-on-one-meetings\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to Run Effective Remote One-on-One Meetings | 9 Tips for Success\" \/>\n<meta property=\"og:description\" content=\"How do you run effective one-on-one meetings virtually? 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