Structuring One-on-Ones to Boost Team Engagement and Productivity

Structuring One-on-Ones to Boost Team Engagement and Productivity

As a leader, one of your biggest priorities is building strong connections with your team members. One-on-one meetings are a powerful tool to foster these relationships, encourage open dialogue, and keep everyone aligned with your team’s goals and values. 

Too often, one-on-ones are overlooked, with many leaders struggling to find the right structure and purpose for them. If you’re looking for how to make your one-on-ones more purposeful and effective, this guide will help you get there.

1. Set the Right Tone

One-on-ones should be more than just a transactional exchange of updates. They’re a chance to connect on a deeper level and build more meaningful connections with your team, both personally and professionally. Kick off the conversation with a bit of rapport-building—ask about their weekend or get to know their interests outside of work. This fosters a well-rounded relationship and reminds team members that they’re valued beyond just their output.

2. Establish a Clear Agenda

Keep the tone conversational, but don’t skip a consistent framework. Here’s a simple approach you can follow: 

• Set Expectations: Discuss what success looks like for the team member’s role.

• Review Priorities: Talk through their current tasks and ensure they align with the team’s strategic goals.

• Provide Feedback: Offer constructive feedback and ask for feedback in return. One-on-ones should be a two-way street.

• Coaching: Focus on personal development and offer guidance that can help them grow in their role.

Make sure these meetings aren’t just about tasks and status updates. The focus should be on development and engagement. You can also let team members do pre-work, but the key is to keep the meeting flexible and open for real conversations.

3. Consistency is Key

One of the biggest mistakes leaders make is frequently rescheduling or canceling one-on-ones. This sends a message to team members that they aren’t a priority. Try to maintain a high bar for canceling or rescheduling these meetings. Even if you’re pressed for time, shorter and more frequent one-on-ones (such as 15-30 minutes biweekly) are better than longer, less frequent ones. Team members notice when you make time for them, and consistent meetings help build trust.

4. Recognize and Celebrate Wins

People want to feel recognized and appreciated—not just by their leaders, but by their peers. One effective strategy is to create a “kudos” system, where team members can give each other shoutouts for great work. This could be a channel in your team’s communication platform, such as Basecamp or Slack, or even a simple email thread. Recognition goes a long way in boosting morale and fostering a positive, collaborative culture.

5. Encourage Career Conversations

Career development is crucial for retaining talented team members. Use your one-on-ones to talk about their long-term career goals and how they can grow within the company. Ask questions like:

• Are you feeling challenged in your current role?

• Are there any areas where you’d like to develop further?

• What skills would you like to focus on in the next quarter?

This shows your commitment to their personal growth and helps ensure they remain engaged and motivated.

6. Adapt Your Approach for Remote Teams

For remote teams, one-on-ones can be even more vital. Consider mixing up the format—walking meetings (even while on a Zoom call) can offer a fresh perspective. Research shows that sometimes going back to traditional phone calls can lead to more focused conversations, as it takes the emphasis off body language and puts it back on what’s being said.

7. Be a Listener, Not a Taskmaster

One-on-ones should be driven by the team member, not the leader. Your role is to ask open-ended questions that encourage discussion, like:

• What’s working well for you?

• What’s not working, and how can I help?

• How can we improve as a team?

Avoid using these meetings as a time to give a laundry list of tasks. This is about understanding their needs, gathering feedback, and offering support. The goal is to create a space where team members feel heard and valued.

8. Create a Personalized Agenda

While a framework is important, one-on-ones shouldn’t feel rigid. Think of it as a “personal retrospective” instead of a formal agenda. Encourage team members to share what’s working, what they’d like to improve, and how you can better support them. This personalized approach fosters open communication and ensures that the meetings remain relevant and engaging.

To sum it up, a well-structured one-on-one can be a game changer for team engagement and productivity. By establishing a clear framework, staying consistent, and prioritizing personal development, you’ll create an environment where your team members feel genuinely valued and supported. Remember, these meetings are about building trust and creating opportunities for growth—not just checking off tasks. When done right, one-on-ones can help you build a stronger, more cohesive team that’s equipped to succeed.

Ready to implement these tips in your one-on-ones? Start by setting a regular schedule and crafting a framework that fits your team’s needs.

Want to learn more or explore leadership training options? Let's talk. You can always message me here or email me at connect@reimaginework.ca.

Visit us at www.reimaginework.ca to learn about how we support teams on their way to greatness.