One on Ones–They shouldn’t just be chit-chat

Groundwork

Determine the format of the agenda that you would like to use.  I like to start with time for my team member to discuss whatever they want, then it’s time for my topics.  Occasionally, I set aside time for discussion of career planning.  (Thank you https://www.manager-tools.com/ Check
out their podcast archive for lots of useful one on one advice. )

Create a log of feedback for your team members.  It is better to give feedback as close to the
event as possible.  If it is not possible to deliver it in a more timely manner, your one on one meeting is better than not giving the feedback.  I track who it is for, what it relates to (meeting, work product etc) and any other details of feedback.  Even if I have delivered the feedback already, I make a note to assist during reviews.

Another type of information that I track is work items for team members.  These can be things that will be done before the next one on one. They can be career progression goals.

Prepare

Preparation for a one-on-one should be done before the meeting.  This will make the meeting more effective because you will have your information readily available. Start with a consistent agenda.  (See groundwork)

Add additional discussion points, such as

• Include any agenda items that your team member
  has requested

• Include feedback notes

• include action items from previous meetings

• Include any measurable performance information.  These can include the number of work items
  completed and the number of defects.

Conduct

I usually like to be hands-off-keyboard during my one-on-ones.  I may print the agenda.  This allows me to turn off the monitor completely, in an in-person meeting.  Otherwise, I will have it visible on my screen.  Either way, I make notes by hand.

Review

Immediately (or soon) after the meeting, go through your notes.  Update the status of any action
items and notes. Make note of any new action items and feedback notes

Repeat a day or two later, to make sure that you didn’t miss anything.

Repeat again, as you begin preparing for the next one-on-one

I hope these tips prove useful for you