One-on-one meetings are a cornerstone of great management. But with packed calendars, it can be challenging to find time for meaningful connections. Proper scheduling is key to making one-on-ones work. Follow these strategies to set up a cadence that demonstrates your team is a top priority.
I learned the importance of dedicated one-on-ones from an influential mentor of mine who followed the wisdom of Manager Tools, an invaluable resource for leaders. Now I pass on their guidance to help managers develop critical relationship-building skills.
While demands press in, one-on-ones create essential space to guide employees, exchange feedback, and foster growth. Done right, they boost trust, morale, and performance.
A 4-Step Process for One-on-One Scheduling
Scan your calendar first. Block off times for standing meetings and other commitments. One-on-ones take precedence as your most important meetings.
Offer at least 1.5 times slots as you have direct reports. Don’t just provide the exact number of slots - you need wiggle room.
Allow employees to choose the best time for them from your provided options. This demonstrates you value their needs.
It’s okay to request 1-2 time changes if certain slots end up overbooked. But overall, defer to employee preferences.
This balanced approach enables you to steer the ship while empowering your team to find optimal timing.
Key Considerations For One-on-One Scheduling
While there’s no single perfect way to schedule one-on-ones, keep these factors in mind:
Avoid Monday mornings and Friday afternoons due to common conflicts.
Earlier in the week allows more flexibility to reschedule if needed.
Standard meeting times tend to work better than off-times.
Morning, mid-day or afternoon slots have pros and cons - choose based on your and your team’s preferences.
Scheduling them all in one day provides focus, while spreading them out increases flexibility.
Some like back-to-back scheduling for efficiency while others prefer breaks between.
The priority is establishing consistent touchpoints, not finding an elusive ideal time. Test different approaches to see what works best.
The #1 Rule: One-on-Ones Are Sacred
Above all, once you commit to scheduling one-on-ones, make them a firm calendar commitment. Never cancel without immediately rescheduling. Defy attempts by others to schedule over this sacred time with your team.
Making one-on-ones a consistent presence demonstrates their immense value to your employees. It also reflects clear priorities on your part as a manager and enables the trust-building relationships that motivate great work.
Invest in Your People and Your Leadership
By dedicating time for one-on-one meetings and actively listening during them, you develop your team and strengthen your own emotional intelligence and coaching abilities.
If you want additional support for your management journey, executive coaching provides immense value. We can work together to refine your one-on-one approach and other leadership practices. Please feel free to reach out if you would like to explore coaching for yourself or your team. Developing leaders develop their people.