1:1s or check-in meetings are arguably the most important component of the performance management program, and serve as your greatest opportunity to connect with your instructors.  They set the foundation for an effective working relationship and are critically important to facilitate regularly, particularly during the monitoring phase of the performance cycle.  If you are only going to implement one part of the performance management & feedback toolkit- this should be it! 

Take a look at the video featured on the following website which provides a quick overview of the importance and impact of 1:1’s and the roles each person plays in this type of meeting.  

Website: Regular 1-on-1's Video, Franklin Covey

A 1:1 is a regular, recurring meeting between yourself and the instructor.  The purpose of a 1:1 is to touch base with instructors on an individual basis, ask questions, provide feedback and open communication.  1:1’s are an opportunity to build relationships with your team members, share feedback with each other, and make your instructors feel supported and heard. Most employees really enjoy the personalized time they get with managers during a 1:1. 

• Strengthens the relationships between leaders & their team members
• Opportunity to check in on performance
• Develops trust, a “safe” environment & collaboration
• Creates an open dialogue
• Elevates engagement
• Opportunity for leaders to develop coaching skills
• Opportunity for instructors to build future skills (communication, self-awareness, ability & eagerness to learn, among others)
• Demonstrates your support of the employee and that you are genuinely interested in both- them as a person as well as their success in their role
• Performance enhancement happens in real time- better results occur much more quickly

• Leaders should prepare a few open-ended questions to help prompt discussion
• Commit to asking questions with a true intent to learn, explore & support 
• Ask questions & listen attentively/actively 
• Remain open to whatever direction the conversation goes in
• Be open-minded- by demonstrating your openness to feedback as well, you’ll model to the employee what being an effective leader is all about (it is a two-way conversation after all)
• Let the employee drive- the schedule (but not frequency), the conversation, the agenda

To further support directors in facilitating 1:1’s, we have created the 1:1 Discussion Guide which will provide you with specific questions to consider asking yourself in preparation for, during, and after each of your 1:1 conversations.  

To set your 1:1 discussions up for success, we recommend the following best practices: 

Establish a regular cadence.  Consistent check-ins are vital because open and regular communication are the foundational elements of a healthy relationship between a manager and their employee. Research from Gallup shows that employees are three times more likely to be engaged at work if they have managers who hold regular meetings with them. We’ve found that checking in with each team member for at least 30 minutes once a week or every other week works best.  Once you’ve agreed to a cadence, ensure 1:1s are scheduled and added as a recurring meeting into your calendars.  This is a subtle but clear way for managers to show that they are invested in the 1:1 relationship and that they will consistently make time for the individual. 

1. Customize it.  Feedback shouldn’t be a “one size fits all” approach.  Individual team members will have different needs and will be motivated by different factors or approaches.  Taking the time to nurture your individual relationships with each of your staff will serve you well in gaining an understanding and appreciation of their individual needs, styles, and preferences and will ultimately allow you to customize your approach and delivery of feedback in a way that will resonate best with each team member. 
2. Make them a priority.  Always show up for your 1:1’s on time, and never cancel them.  Employees look forward to time spent with their manager as it makes them feel valued, supported and heard.  Being late, or worse yet, cancelling 1:1’s altogether leaves your staff with the impression that they are not important to you, which will ultimately have a negative impact on their engagement.  If you absolutely cannot make a 1:1 in person, try having a phone call or do it over Skype instead.  If you really cannot make the time work (and the reason should be very significant), we highly suggest rescheduling to the next nearest opportunity versus cancelling altogether. 
3. Be present and listen well.  Treat your instructor as if they are your number one priority at that moment, as they are!  Be present.  Don’t answer your phone, don’t check your email.  In fact, leave all devices behind.  Listen carefully to what they are sharing with you.  Demonstrate to your employee how important your time with them is by being 100% present and devoting all of your attention to them.  
4. Have the right mindset.  It’s helpful to think of a 1:1 as a discussion rather than a meeting.  Your role is to coach and support your staff, while ensuring they remain the focus of the conversation.  Have a plan but keep it flexible.  Agendas should be collaborative and conversation should be flexible, holding space to incorporate topics that are important for each of you.  Remember- discussions are collaborative, two-way streets.  Be open to receiving feedback as well.  
5. Location.Location.Location.  Keep it neutral!  Meeting in your office can imply a power dynamic that shouldn’t be a focus.  To have the greatest impact, employees need to feel comfortable.  Take the opportunity to get out of your office, pick a neutral place that still offers some privacy and is free from distractions.  Be open to changing where you hold your 1:1’s.  To help keep it informal, you could go to a coffee shop, out for a walk, or sit on a nearby bench outside.  Just remember to take your discussion points with you.  
6. End in commitment.  We recommend closing your 1:1 conversations with clear commitments and specific actions that will occur before your next 1:1.  Committing to specifics will help boost forward momentum and motivation towards development and goal achievement.