A one to one takes place between two colleagues, called the initiator and the counterpart. Unlike the Reviews module, your one to one doesn't have to take place with just your line manager; typically anyone can initiate a one to one meeting with any colleague on your PeopleGoal account. The only time you can't do so is if your account admins have switched on "Manager-initiated one to ones" as an account setting. In this case, get in touch with your manager to request a one to one meeting which they can schedule following the steps below.

This article will show you how to schedule, manage and complete a one to one meeting on PeopleGoal. If you're looking for meeting tips and best practices, take a look at our meeting guide.

Note: your admins may also have renamed the One to One module! Whether it's called a catch-up, a 1:1 or a meeting, the process below is the same.

Schedule a One to One

  • Open the One to Ones module on the left-hand navbar and click 'Schedule new one to one'. 
  • Select your counterpart and add a meeting name and description. The name will help you organize your meetings (e.g. January One to One) and the description gives the counterpart more info on why you're requesting the meeting.
  • Select a proposed date for your one to one. Your counterpart can accept or reject the date. Once they accept, you'll both automatically have a reminder added to your Performance timeline.
  • Click 'Create draft one to one' to proceed.

Add Discussion Points

  • Under the Meeting details you'll see the Discussion points area. If your admins have created a template of discussion points these will already be added. These might also include goal-based discussion points, where your individual goals are automatically added as individual questions to discuss with your counterpart.
  • Each party in the meeting can add additional discussion points before or during the one to one. If you have a specific agenda in mind you should add these points before your meeting so that your counterpart has time to prepare. Click 'Add discussion point' in the top right of this section and type in your description. New discussion points will be added to the end of your list of questions.

Once you're happy with all of the draft details, scroll right to the bottom of the page and click 'Submit one to one request' to send the invitation to your counterpart.

Managing requests

  • You'll receive a notification and email when someone has requested a one to one with you. Click the link to open the one to one.
  • Select to accept or reject the request with comments, or change the proposed meeting time. The initiator will be notified as soon as you click 'Update one to one'. If you've accepted the meeting, a performance timeline reminder will be created for both of you.

Adding Meeting Notes and Ratings

  • Both parties can now add meeting notes at any point during or after your one to one meeting. Comments can be added simultaneously so you don't need to wait for the initiator to complete their section before the counterpart can add their comments.
  • Under each discussion point click the red placeholder text to enter your comments, and select a rating if this setting is on for your account. Note that all comments will auto-save so you don't need to click to update. You can come back to your one to one and add more comments before you submit as final.
  • You can add additional discussion points if more topics are raised during the meeting by clicking 'Add discussion point' in the top right. Additional points will require a comment from both parties.
  • Right at the end of the form there is an Additional comments section where you can capture any general notes as well as add relevant attachments.

Submit One to One as Final

  • When you've finished adding all your discussion notes, click 'Submit one to one as final' to sign off your side of the meeting. A notification will be sent to your counterpart that you've finalized your contribution.
  • Both parties need to confirm the discussion notes before the one to one is marked as complete. As soon as the second party has confirmed, the meeting colour will change from blue to green.
  • That's it, your meeting is complete!

Manage all One to One Meetings

  • Go to the One to ones overview on the left-hand navbar to manage all your open one to ones and requests.
  • The left-hand side shows the one to ones you have initiated. The right-hand side shows one to ones that have been requested with you.
  • White means the meeting is still pending and you or your counterpart needs to accept or reject the meeting. Red shows a rejected meeting.
  • Blue indicates the meeting is in progress and one party has finalised their side. This will change to green once both parties have completed their notes and submitted the meeting as final.

FAQs

Can I only schedule one to ones with my manager?
No. Users can schedule a one to one with any colleague in your PeopleGoal account. This means the module is extremely flexible and can be used to capture mentor meetings, catch-ups with project managers or any meeting that you think is important to your personal development.

Will my one to one meetings be shown in my review?
Yes. Just like setting goals and capturing feedback, one to ones are a crucial part of ongoing development. The annual review should really just summarize what has already been discussed between employee and manager throughout the year, so we display all of this data to you in the review form.

How can I make sure my one to one is a useful, productive meeting?

Take a look at our guide to the perfect one to one meeting. It includes examples of useful discussion points as well as tips for preparing for your meeting and for how to structure the time.

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