Today I'll be exploring guidance on using lists and agendas during one-on-ones, inspired by the excellent Manager Tools podcast. Their wisdom has often informed my perspective on leadership and management excellence.
One-on-ones are most effective with just enough structure to spur productivity, while retaining an informal flow. Rigid agendas can sabotage the interpersonal openness that builds trust and psychological safety over time.
The Informal Agenda is Already Defined
The fundamental purpose and loose agenda of one-on-ones is already set - 10-15 minutes for employees to share what's top of mind, 10-15 minutes for you to provide guidance and feedback, and remaining time for coaching and growth discussions.
There's no need to create formal agendas within this agenda. The spirit of the meeting is unstructured, authentic dialogue, not minutely planned content. Dotting every "i" defeats the purpose.
Simple Lists Help Make the Time Productive
Employees should feel completely comfortable bringing a list of key topics or updates to cover to help them prepare and ensure important items aren't missed in the rush of your busy schedules. Keeping a list boosts efficiency and organization.
As the manager, keeping your own list on a consistent template is wise to optimize your time as well. A list helps you flag key priorities for each direct report so you can calibrate your guidance and questions accordingly.
But don't let the list constrain you. Allow room for spontaneity based on what emerges in the moment. The goal is enhancing mutual understanding, not just ticking off boxes.
Sharing Lists Can Build Transparency
Employees can certainly send you their list or priorities in advance if they’d like so you’re generally aware of what's top of mind or potential issues headed into the meeting. This transparency can help you listen even more fully.
However, as manager don't send employees your list or priorities in advance. This can negatively shift the tone from open dialogue to pre-assigned tasking. The meeting starts with their concerns, not yours.
Avoid Rigidity, Embrace Intentionality
Keep it simple - the right amount of structure maximizes value from these recurring touchpoints without getting bogged down in rigid formalities. Preparation, not paperwork, makes one-on-ones sing.
With the right balance of agenda flexibility, one-on-ones become sacrosanct rituals where candor and care flow freely. That spirit of intentionality, not any template, makes the investment of time worthwhile and meaningful.
If you have any other questions on running amazing one-on-ones, I offer management coaching focused on relationships, communication, feedback and other vital leadership skills. Please reach out! Thoughtful rituals build trust, transparency and teamwork.