One-on-Ones: The Single Most Effective Management Tool (Part 2)

Well, Mark and Mike I have to admitt

Well, Mark and Mike I have to admitt you've done a fantastic job of describing this process as well as providing tools for making it work. I must admit I've been down this road before with limited success for exactly the reasons you mention. Lack of a routine, no agenda and no systemic approach. Thanks for getting me back on the right track and I'll let you know how the first sessions go with my team (12 employees). Interestingly enough there was plently of time to get these scheduled the last week of July (3 weeks from now) and I've already got some booked. The sample letter you provided (tweaked for my team) seems to have worked just great! - Cheers

I already do regular one-on-one's and

I already do regular one-on-one's and can attest to their effectiveness. I think I have the answer to keeping track electronically. I use a Motion Computing tablet PC running XP and Microsoft OneNote software. I love my tablet PC. The handwriting recognition is terrific, but I can also store the information as ink (still searchable). Taking notes on the tablet is just as easy (and unintimidating) as - well, using a tablet. It's very easy to set up form templates in OneNote - I plan to try yours. And, since OneNote is loaded locally, I don't have to be connected to our corporate network. However, we do have wireless hot spots on each floor making the network accessible from all conference rooms. I use the Notes Flags functionality of OneNote, so I have follow-up lists automatically generated. This technology has definately come of age and has really boosted my productivity (and organization). This is probably worth a try for the geek manager.

To hhart99: Thanks for the kind words.

To hhart99: Thanks for the kind words. We have talked to so many who have heard about, or have wanted to do, one-on-ones, but just didn't have them set up right. Glad the tools are helping. We would be VERY interested in hearing from you about your first set, and would be open to answering any questions you have before you start and after. Conservatively, we've coached 10,000 managers on 1-on-1's, so no sense re-inventing the wheel. Let us know how we can help! [And hey -that three week rule works for nearly EVERYTHING in management - that's where you need to put important stuff that you want to get to but haven't yet. - Mark

To bhschatz: Glad you're using

To bhschatz: Glad you're using 1-on-1's and they're working. Your tablet comment is VERY exciting. Mike and I have a mutual friend who is in IT at Cornell, and last time we were together, he showed me his tablet and its handwriting recognition, and we both thought, "hmmmm... 1-on-1's?" I would love to hear more about your success using it. I could be open to making a caveat to my low-tech approach. Yes, the vast majority need to be reined in and not waste time trying to tech-solve this (time spent there is time not spent thinking about your directs), but for someone with a tablet, it seems like a great solution. Also, having all the historical notes in one place, wherever you are... think I nee a tablet! FYI - Going to mention your note in our next session. - Mark

Ok ... I need a tablet too! Maybe

Ok ... I need a tablet too! Maybe we'll put out a "Mark and Mike Tablet PC" tip jar :-)

To bhschatz: The scary part about your

To bhschatz: The scary part about your comment is that I use OneNote to manage projects and was thinking of using it for the one-on-ones. Although, I'll be starting with the paper version of the template and I'm an engineering manager geek at heart and going to OneNote is not far behind. - Cheers

To Mark: I used the 1-on-1 template

To Mark: I used the 1-on-1 template with one of my team in Palo Alto today over the phone and it worked out very well. This was our last monthly 1hr 1-on-1 before transitioning to the weekly 1/2 session at the end of July. Using the tool enabled me to capture the names of his sons (which I admit I didn't know), how vacation went and importantly how HE was doing. All nice and neat in 40 minutes versus 1 hr of random conversation. We even have a few assorted follow-up items for when we meet next. We even clarified why I was moving to this format of weekly 1-on-1, which was met with optimism. (of course this means I've really got to stick to the routine, which I'm prepared to do) - So I'll gladly share how things progress as I get into the thick of things. -Cheers

Guys, I really like this podcast

Guys,

I really like this podcast and will continue to listen in.

Thanks! We really appreciate the

Thanks! We really appreciate the feedback. Also (and this goes for everyone), please let us know if there are topics you would like to see us cover in future shows.

Thanks from me too. We like it when

Thanks from me too. We like it when our listeners feel we are delivering value. Everybody's busy enough these days that just one manager's 30 minute commitment each week is something we take seriously.

Can I give you some feedback? This is a

Can I give you some feedback? This is a fantastic podcast! I have never been so stoked about being a manager since I agreed to become one ... and that was only because in my business it's the only way to get ahead. I floundered for years, making mistakes and relying on my managers for help (only, they got their jobs the same way I did - with no managerial experience either). Your tools are working, your podcasts are fun to listen to and I now find myself thinking, cool, the weekend is OVER, I get my new manager tools download! Great, GREAT job guys.

Hey Guys, Some techie Brit called

Hey Guys,

Some techie Brit called Christopher likes your podcasts too. I like the style, down to earth and useful. You are in a totally different legue to many of your compatriots. You have "your heads screwed on right".

Future episodes on Dealing with difficult people, prioritisation please, but basically I'll listen to anything you guys do.

I've just been introduced to your site,

I've just been introduced to your site, and I think it's terrific. I'm looking forward to starting to use one-on-one meetings practices. I've downloaded the pdf file, hoping to try to use electronic implementation (with Onenote). However, I can not figure out how to electronically fill the form. Is this option blocked or am I missing anything? thanks.

ez, No, you're not missing anything.

ez,

No, you're not missing anything. We didn't use the forms capabilities of Acrobat, hence there are no fields to fill out.

By the way, we highly recommend against using your PC to capture notes during one-on-ones ... we explain why we recommend against it on the most recent podcast (Effective Meetings, Part 1).

Thanks for the feedback!

Michael, Thanks for your prompt

Michael,

Thanks for your prompt answer.
As for using the computer during one-on-ones - I did listen to part 1, but and also read your encouraging post - re: using tablets, so I figured maybe it's not that bad...

Hello Michael, Hello Mark, I am a

Hello Michael, Hello Mark,

I am a new manager (less than one year) and have just found your podcast. It's fabulous. I find it very thought provoking and full of great tips. It's a great resource. I am getting caught up with all the older podcasts and have just finished "One on Ones" I'm happy to say I do have weekly one on one's with my sole report and for the most part, have been practicing your recommendations already. As a couple of other listeners have commented, I also use Microsoft OneNote to document my one-on-ones. I use it to document all my other projects (my laptop goes to all my meetings) so it was a natural tool to use for managing my direct report. I think I'll incorporate your format and questions into my template as that should give a little more structure to our meetings.

One thing that I do is to send copies of my notes to my direct-report (DR) right after our one-on-ones. I feel it's a good way to provide direct, written feedback that my DR that he can then use for his yearly self-reviews.

Keep up the good work!

Oh, the voice-quality of the podcast is excellent!

Mark and Mike, I just started

Mark and Mike,

I just started listening to your podcasts this week, and they've been very helpful. I've begun rescheduling my one-on-ones to your format, and I'll let you know how it goes. I'll also comment on OneNote, as I've been using it to document my one on ones for a year now after previously using paper. It works well if you use a "Section" for each employee, which mirrors your suggestion of a notebook per employee. You can easily convert the tracking form to a "template", and it is pretty convienent. I've also used it on a tablet pc.

Having done this for a year using both a tablet and a monitor/keyboard at my desk, I wouldn't say the OneNote solution offers a lot of improvment over a pen and paper based one. If you are using an actual TabletPC, I find the writing surface and ergonomics of it distracting relative to an actual piece of paper. And the key here is to be focused on the meeting, not your note taking aparatus. With a notebook or a keyboard/monitor, I can take notes effectivly (personally I type way better than I write). I'm wondering though, how you feel about using notebook PCs in meetings. I have this gut instinct that my employee feels like I have less of his attention if I have a computer in front of me. (off to the side, technically). I'm only taking/looking at notes, but perhaps I'd be better off back on pen and paper. The only advantages I've really seen to OneNote is it saves space for storing notebooks, and I have searched for information a few times and found it.

Glucoseboy- Terribly sorry that this

Glucoseboy-

Terribly sorry that this response to your post took so long - I don't know how I missed it, but I dd, and I apologize. COMPLETELY agree about sharing your notes with your directs - that kind of transeparency is powerful. On the other hand, just want to say again (and you'll see it in the post below also) that using the computer is, in my research, a significant distractor. Nevertheless, the big issue is you're doing the one-on-ones - WELL DONE.

Mark

user454- Looking forward to hearing

user454-

Looking forward to hearing about your use of our format. Happy to help with questions as you go.

I really urge you to NOT use a computer in your one on one meetings. Your gut instainct has been born out again and again in my work - directs feel significantly less connected to, and willing to be open with, managers who use computers for note taking. We have never tested it with the ergonmics of a tablet pc used as if it were a pad of paper, though your comments indicated you didn't like that application. While I personally think I would, I wouldn't go NEAR it if I detected even a HINT of concern from my direct report.

I guess another way to say this is that any effort to make the meeting easier for YOU must be evaluated against even the POSSIBILITY of taking away from the primary puprose of the meeting - to focus on the team member. That's perhaps a stringent standard, but it's one I use and I find it works.

Short answer: pen and paper. And thanks for asking.

Mark

I know that this is a bit late but I

I know that this is a bit late but I have only just discovered Manager Tools and have been working my way through the podcasts.

I was a bit sceptical of the value of O3's but they have blown me away. My reports enjoy the time with me, I have found out so much more about how they are spending their time and it is the ideal time to pass on all those little bits of information that flow into the organisation.

I would appreciate your advice on one thing however. My staff use the first 20-30 minutes to do whatever they want. On the whole this is usually good relationship-building stuff or business challenges they are facing. From my perspective, I am unsure how much the O3 should be about montoring and driving performance and how much it needs to be about relationship building on in a social sense.

There feels like an imbalance between my staff sharing all the softer stuff and my desire to use the O3 to monitor their work. Is this common?

As a very big aside, I would like to thank both of you for the incredible levels of commitment that you show in producing such a high quality podcast evry week. Even if I don't connect with the subject I am always motivated by your approach and sound common sense. A bi thank you to you both from England!

I did my first one on ones yesterday

I did my first one on ones yesterday and while I did not sleep much the night before because I was thinking about them and what I would say, they turned out pretty good. I hope that they will get better over time as will my skill as a manager/owner.
Richard

Richard- Think about the first time

Richard-

Think about the first time you examined a patient, and compare that skill with your abilities today.

You're smart, and you'll learn fast. Focus NOT on your efficiency, but on the relationship building experience that your employees are having with you. Every one on one will have a different tone, because every employee will. That will mean you're doing well.

Welcome aboard!

Mark

[...] (1)If you haven’t subscribed to

[...] (1)If you haven’t subscribed to manager-tools podcasts yet give it a go. There are some great ones in the archives. Start with the DISC model ones, then do the One-On-One podcasts, there are two titled “Single Most Effective Manager tool Part 1 and Part 2” or something like that. It’s a more formalized version of the Daily 5. Nice supplement to Managing with Aloha (not that it’s needed, buy the book AND do the podcasts - they’re different people and different spins.) [...]

Hi Mark & Mike The world is now

Hi Mark & Mike

The world is now moving towards more Global Busineess model.
This means the Managers do not necessarily share the office with their direct reports.
Sometimes the direct reports and the manager meet personally once or twice a year.
In those cases, only way to do one on ones is over the phone.
It would be nice if you can come up with something that would describe the change in approach a manager would need to take if he/she is managing geographically distributed people.

Anshuman

Anshuman- There is no difference.

Anshuman-

There is no difference. I've done hundreds of one on ones on the phone. Exactly the same.

Mark

Wow, I'm amazed at how many people are

Wow, I'm amazed at how many people are new to the concept of one-on-ones. I'm a pretty young (age wise) technology manager and have been doing them for years now. I recently joined a new team and my new direct reports did *not* have O3s with the previous manager, so it will be interesting to see how they adapt.

Anyway, I'm glad I found this site and look forward to sifting through more of the information.

Hi Mark & Mike, first of all I

Hi Mark & Mike,

first of all I really have to stress how good and extremly helpful your podcast is. This is exactly what I was searching for. You are filling the gap of "virtual coaching", which unfortunately a lot of weak bosses in reality - like my one - are missing.

I am still at the "basics" and realized that the PDF-transcript for One on ones (Part 1 and 2) is not working when printing it out. So it would be helpful if you could fix it and change it with a new generated PDF file (all other files from your side are working with my printer).

Another question: Are there any podcasts in your summary that can help me for giving effective feedback to my boss - and not being fired?

Wish you a great weekend from Germany!

flow, First, thanks for the kind

flow,

First, thanks for the kind remarks ... very much appreciated!

As far as I can tell, the PDF is fine (I downloaded and printed without issue). You may wish deleting your version, clearing your browser cache, and re-downloading. My guess is that your version copy may have been corrupted in downloading.

Mike

Thanks for all of your hard work. I've

Thanks for all of your hard work. I've just begun listening to your casts and love them.

All of my "directs" are consultants - some independent and some through staffing firms. I value them and want to cultivate long term professional relationships. Would you still recommend using this tool weekly? Do you have any special wrinkles here?

John- Yep. People in your company

John-

Yep. People in your company and the outside firms may say it's not done, it's not appropriate, it's even illegal (there are some rules about not being able to give certain directions to contractors vs. employees), but they will make it sound terrible.

One on Ones are TOTALLY AND COMPLETELY APPROPRIATE AND LEGAL AND FAIR even for contractors. After the initial complaining dies down, they will LOVE them. They will finally know what's going on.

No special wrinkles...GO!

Mark

Having never done or been part of a

Having never done or been part of a one-on-one, I do understand the nature and reasons behind one-on-ones. So my first few will be a challenge.

However, I have a question unique to my situation. Each person I manage has a career manager as well as a project lead. What elements from the third part of a one-on-one, should I leave out in my conversations that would be better served by the other two? Or should I still have the conversation with all elements and convey any insights to the others, assuming they are open to such communication?

George- Which are you, project or

George-

Which are you, project or career?

Mark

I'm the manager of the

I'm the manager of the project.

George- Sure, have one on ones, and

George-

Sure, have one on ones, and rather than worrying about the last ten, remember that 80% of one on ones are 15-15 affairs. You only get to future (career and the like) every once in a while. So, leave it out. Make it a personal project and work update, schedules, deliverables, etc, all focused on the direct.

Works great.

Mark