Driving High Performance On Your Team

Driving High Performance Through Effective One-on-One Check-In Meetings

One-on-one check-in meetings are a powerful tool for leaders to drive high performance, build trust, and align their teams with organizational goals. When done consistently and intentionally, these meetings help leaders stay connected with their direct reports, address challenges in real-time, and empower individuals to achieve their full potential.

However, the value of one-on-ones depends on how they are structured, prioritized, and managed. This blog will guide leaders on how to make the most of these critical check-ins, from setting the agenda to handling scheduling conflicts effectively.

The Importance of One-on-One Check-Ins with Direct Reports

Regular one-on-ones provide a dedicated space for leaders and team members to:

Build Trust:

Strengthen relationships by demonstrating care, consistency, and commitment.

Enhance Communication:

Open lines of communication for clarity, alignment, and feedback.

Drive Engagement:

Show team members that their contributions matter and that they are seen and heard.

Monitor Goal Progress:

Track progress and make necessary adjustments.

Unblock Challenges:

Identify and address roadblocks to keep performance on track.

Foster Development:

Discuss career growth, skill development, and professional goals.

When approached with intention, these meetings serve as both a performance-driving tool and a trust-building mechanism.

Owning the Agenda

A successful one-on-one starts with the team member owning and driving the agenda. Team members should come prepared with key discussion points, ensuring the meeting is productive and focused. Leaders and team members can collaborate on agenda topics, creating a shared sense of purpose.

Key Topics for a One-on-One Check-In Agenda

An effective agenda balances tactical updates with long-term growth discussions. Key topics to include:

1. Personal Check-In Start with a brief personal connection: “How are you doing?” or “What’s top of mind for you today?” A short but genuine check-in sets a positive tone and opens space for authentic dialogue.

2. Updates and Wins Celebrate achievements and progress on key projects. Highlighting wins boosts motivation and reinforces performance expectations.

3. Current Priorities Discuss priorities, deadlines, and ongoing work. Ensure alignment on immediate and longer-term goals to avoid miscommunication.

4. Challenges and Roadblocks Address obstacles preventing progress and brainstorm solutions together. Leaders should provide support, remove barriers, or escalate issues when necessary.

5. Development and Career Goals Dedicate time to professional development by discussing skills, growth opportunities, and career aspirations.

6. Feedback and Coaching Provide constructive feedback and coaching to support ongoing performance improvement. Encourage two-way feedback so team members can share their insights as well.

7. Action Items and Follow-Up Wrap up with clear action items for both parties, including deadlines and next steps. This ensures accountability and clarity on what comes next.

Best Practices for Conducting Effective One-on-One Check-Ins

Be Consistent:

Schedule one-on-ones at a regular cadence (weekly, bi-weekly, or monthly) and stick to them. Consistency builds trust and reinforces their importance.

Be Consistent:

Schedule one-on-ones at a regular cadence (weekly, bi-weekly, or monthly) and stick to them. Consistency builds trust and reinforces their importance.

Come Prepared:

Both leaders and employees should bring a list of topics, updates, or questions to ensure the time is focused and productive.

Listen Actively:

Give your full attention. Put away distractions, maintain eye contact, and show genuine interest in their responses.

Follow Through:

Document action items and follow up on commitments made during the meeting. This demonstrates accountability and builds credibility.

Handling Cancellations or Reschedules

One-on-one meetings are a top priority for high-performing teams, but conflicts sometimes arise. Leaders should follow these best practices when rescheduling or canceling:

1. Avoid Cancelling Unless Absolutely Necessary Treat one-on-ones as non-negotiable unless an urgent conflict arises. Frequent cancellations send the message that your team’s needs are less important.

2. Reschedule Promptly If you must reschedule, prioritize finding a new time within the same week. Send a revised calendar invite as soon as possible.

3. Communicate the Why Explain why the meeting needs to be moved and reaffirm its importance. Example: “I need to move our meeting due to [reason], but I value our check-in and want to make sure we connect. Let’s reschedule for 2025.”

4. Provide an Alternative If rescheduling isn’t possible, offer an alternative way to connect, such as a quick phone call or an email check-in to address pressing matters.

5. Follow Up on Missed Topics If the meeting must be skipped, proactively follow up on key topics or concerns to ensure your team member still feels supported.

When leaders prioritize and optimize one-on-one check-in meetings, they create a rhythm of communication and accountability that drives performance, engagement, and growth. By focusing on a structured agenda, being fully present, and handling scheduling conflicts thoughtfully, leaders show their commitment to their team’s success.

Effective one-on-ones are more than just meetings – they are a cornerstone of leadership excellence.