Consistent reviews are an key to supporting the personal and professional development of employees. Here’s how to make them successful.
Personal reviews, also known as one-to-ones (1-2-1s) are a crucial part of the ongoing assessment of employees in the workplace. However, many organisations perform them badly (or don’t perform them at all) due to a lack of knowledge about how they should work and what their purpose is.
Employees who get to have regular reviews and 1-2-1s with their managers are consistently more productive and more engaged than those who do not. They may take some time to conduct and some effort to learn how to do well, but they will pay dividends many times over in the long run.
1-2-1s and reviews can be daunting for any employee, but particularly for young people who may not be used to them yet. There’s an art to conducting them in a way that is productive and positive for both the employee and the manager.
Here’s how to do it.
Create a Culture of 1-2-1s from Day One
If you introduce 1-2-1s later in an employee’s journey with you, they may feel blindsided and wonder whether something in their performance has led you to take this step. Therefore, while this may be unavoidable in some cases, it is best where possible to let them know that this is a part of your workplace culture from day one.
Explain to incoming new employees what a 1-2-1 is, what they can expect from it, what is expected of them, and why it is not something they should be concerned about. This will help them to feel comfortable and confident with these meetings going forward.
Create an Agenda
As with any meeting, a 1-2-1 can quickly go off topic and become a waste of everyone’s time if there is not an agenda to follow.
Before your 1-2-1 with an employee, create a list of topics you want to discuss with them. You can also email them to ask if there is anything they would like to discuss that should be built into the meeting agenda. Always allow an additional 5-10 minutes in case something unanticipated comes up.
Your 1-2-1 should always include at least the following items:
- A general check-in. How is the employee doing, how is their workload, do they need any support from you or the rest of the team?
- Goals and key performance indicators (KPIs)–are these on track?
- Feedback on recent work or projects.
- Praise and recognition for anything done particularly well.
- Professional development–what do they want to learn or where do they want to upskill next?
Foster a Safe and Collaborative Atmosphere
Your employees will only open up and be honest with you if they feel safe to do so. This is particularly true for young people, who may be nervous about “rocking the boat” when they are so new to the world of work.
Therefore, it is important to ensure that your 1-2-1s feel safe and collaborative. They should be held in a private and quiet space where you will not be overheard. An office or meeting room with a closed door is ideal for this. Alternatively, if you and your employee feel more comfortable, a walking meeting outdoors can be a great way to get conversations started.
Reassure your employee that their 1-2-1 is confidential and that you are committed to ensuring they have a positive experience working for you. Respect their time by keeping the appointment and arriving on time, and give them your full and undivided attention for the duration of the meeting. This will make them feel respected and heard.
Be Positive
There may be times during a 1-2-1 where you have to bring up an issue with an employee’s performance or some aspect of their behaviour at work. This can be challenging for everyone and nobody enjoys having this kind of conversation. However, you can make it easier by retaining a positive atmosphere.
Remember that the purpose of feedback, even negative feedback, is not to tear an employee down but to help them to become the best that they can be. Be encouraging and supportive rather than punitive. Ask about support needs, solicit their input on solving the problem, and try to give praise for the things they do well alongside any criticism.
Build Career Development into the Conversation
Young people often tell us that opportunities for career development are a crucial part of satisfaction at work for them. Build this into your regular 1-2-1 check-ins to show your employees that their development matters to you.
Ask them about their short, medium, and long-term career plans and how you can help them to get there. Talk to them about things they would like to learn, areas where they would like to develop their skills, and any additional training needs that you may be able to support them with.
Many young employees are nervous about discussing career progression with their bosses because they worry that it can make them look dissatisfied or entitled. However, good managers want to see their employees succeed and will go out of their way to help them do so.
Be Curious and Open
The best managers are open-minded, eager to learn, and willing to be surprised by their employees. Instead of assuming you know what is going on with your young team members and how they are doing, come to your personal reviews or 1-2-1 meetings with a spirit of curiosity and openness to hearing what they have to say.
In these meetings, you should be aiming to listen at least as much as you talk. Young people have plenty to say and want their voices to be heard. If you are prepared to listen to them, you might be surprised at how much they can teach you.
