The One to Ones module gives you even more flexibility as an admin to design a regular check-in process that will be an important addition to your performance cycle. This article will show you how to set up the one to ones module's core elements and explain its key features.
How does the One to Ones Module work?
A one to one is a meeting between two colleagues, and our module allows you to capture a record of these meetings. Each one to one has two participants: an initiator (the person requesting the meeting) and a counterpart. This can be anyone in the PeopleGoal account - meetings don't just have to be between employees and their line manager.
The meeting will consist of a list of discussion points where both the initiator and the counterpart add their comments and ratings if these are switched on. There's an additional comments section and a space to add attachments. Once the meeting is done, both parties add their comments simultaneously and submit these to one another as final.
Set up and rename One to Ones
Go to Configure > Account settings > One to one settings to switch on the module and its settings.
You can rename the module completely! Call it Catch-ups, Check-ins or just Meetings - whatever suits the process you want to design.
Switch on one to one ratings if you'd like initiators and counterparts to add ratings in addition to comments on their discussion points.
Enable goal-based one to ones: switch this to automatically create a discussion point for each of the initiator's individual goals. This is a great option if your one to ones will generally be between managers and their employees, as it requires your team to regularly check in on goal progress and make sure they're on track.
Manager-initiated one to ones: switch this on to only allow managers to request one to one meetings. By default anyone can request a one to one with anyone else (a bit like feedback!) so having this setting on is great for larger organisations where you'd like managers to have more control over meeting requests.
Creating default discussion points
Go to One to Ones on the left-hand navbar and click 'One to one discussion points'. This is where you can add default discussion points to prepopulate a one to one template anytime someone requests a meeting. You can also leave this blank if you'd like a completely free discussion designed by the one to one initiator.
Just like the Feedback and Reviews module, you can add discussion points at the Business level (applies to the whole company), or at Department, Team and even Individual level. This allows to you create different default discussion points depending on the needs of a specific team. For example, your Sales team leaders might want different target discussions to your Marketing team leaders.
Click 'Add discussion point' to create a new item, and input your discussion text. If you've switched on "Goal-based one to ones" these will automatically be added when someone initiates a one to one, and you don't need to add anything here.
Note that initiators and counterparts can add additional discussion points when they send the meeting request or during the meeting itself. This allows flexibility for your team members to raise points specific to them and to capture ad-hoc discussion items during the one to one.
A few tips for different types of one to one discussions
Structured discussion points created by admins
If you're rolling out one to ones for the first time across your business, your employees and managers will need some guidance on what's expected from these meetings. This is driven by the default discussion points you set up as admins.
Even if you've already been running one to one meetings offline, adding a few discussion points to get started is a good idea. It creates consistency across your company for the outcomes you'd like managers and employees to achieve, and allows you as admins to track updates and inconsistencies in select areas of performance.
Some discussion points you could include:
What have I done well this month?
What could I be doing better?
What are my action points from the last meeting, and did I achieve these?
What feedback and recognition has been received this month?
Are there any coaching or development needs that should be noted?
What are my actions for the next meeting?
Starting and ending with concrete actions ensures each party has a plan in place and clear deliverables to be discussed.
Goal-based one to one meetings
You'll already know from the Goals module that creating well-structured goals aligned to team, department and company objectives gives employees meaningful targets and a clear picture of how they contribute to the company's success. Sometimes though, these goals can be set at the beginning of the year, quarter or month and aren't regularly updated. A great way to encourage action on this is to switch on goal-based one to ones, automatically creating discussion points for each of the initiator's individual goals. This keeps the conversation action-oriented and any progress updates can then immediately be made in the Goals module itself. It keeps your employees' eyes on their targets and helps bring all the work back round to those key objectives that have been set.
Free-form meetings driven by the initiator
The flexibility of the one to ones module means that you can also keep it completely open and allow meeting initiators to set the agenda for each and every meeting. This means you're not strictly limited to manager/mentor discussions, and can use the whole module to capture various different types of meetings across the business. In this case it would be useful to rename the module to Meetings and make sure all employees and managers are clear on how to set up a meeting, add discussion points and finalise the meeting.
Read on to see how to initiate, manage and complete a one to one for all users on your account.