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Conducting effective first 1-on-1 meetings

Making Those First 1-on-1s Count​

Onboarding new team members effectively is crucial for their success – and the success of your team. Studies show that employees who experience effective onboarding are 69% more likely to stay with a company for three years. Conversely, poor onboarding can lead to decreased productivity, disengagement, and ultimately, increased turnover. Investing time in building strong relationships from the start isn’t just good practice; it’s a strategic imperative. This article provides a framework for making those critical first 1-on-1 meetings truly count.

Why Focus on the First 1-on-1?

The first 1-on-1 sets the tone for the entire working relationship. It's an opportunity to build trust, clarify expectations, and empower your new hire to thrive. It's about more than just covering logistics; it's about making them feel welcome, valued, and supported.

Structuring Your First Meeting​

Here’s a suggested structure for a productive and engaging first 1-on-1:

  • Warm Welcome (5-10 minutes): Start with a genuine welcome and express your excitement about having them on the team. Break the ice with casual conversation to help them feel comfortable.
  • Their Story (15-20 minutes): Dive deeper into understanding their background, experience, and aspirations.
  • Role Clarification (10-15 minutes): Ensure they have a clear understanding of their responsibilities, expectations, and how their role contributes to the team’s goals.
  • Action Items & Next Steps (5-10 minutes): Collaboratively define clear next steps and action items to help them get up to speed.

Diving Deeper: Key Conversation Points​

Here's a breakdown of essential questions to cover in each section:

1. Their Story:

  • “Tell me about your background and what led you to this role.”
  • “What are you most excited about learning or accomplishing in this position?”
  • “What are your preferred ways of receiving feedback? Understanding how you best receive feedback will help me support your growth more effectively."
  • “What are you passionate about outside of work? Feel free to share as much or as little as you’re comfortable with.”
  • Important: It's crucial that you create a safe space for honesty and vulnerability. Let them know they can be open about challenges they're facing.

2. Role Clarification:

  • “Let’s discuss your key responsibilities and how they align with the team’s goals.”
  • “What are your initial priorities for the first 30/60/90 days?”
  • “How does this role fit into the bigger picture of the company and the team? And who are the key people you’ll be collaborating with?"
  • Consider setting initial, achievable goals: Even small wins early on can boost confidence and motivation.

3. Action Items & Next Steps:

  • “What’s one thing you plan to tackle in the next week to get up to speed?”
  • “What support do you need from me or the team to be successful?”
  • “Let's schedule a follow-up meeting to discuss your progress and address any challenges.”
  • Document action items and next steps to ensure accountability.

Beyond the First Meeting: Consistency is Key​

The first 1-on-1 is just the beginning. Maintaining regular check-ins is crucial for ongoing support and development.

  • Cadence: Aim for weekly or bi-weekly 1-on-1s, adjusting the frequency based on their progress and comfort level.
  • Agenda Ownership: Encourage them to take ownership of the agenda. Send a template in advance and encourage them to add items they want to discuss.
  • Follow-up: Consistently document action items and progress in a shared document or system to ensure accountability and track growth.

Common Pitfalls to Avoid​

  • Talking at them instead of with them: Make it a two-way conversation.
  • Focusing solely on tasks and deliverables: Remember to address their individual needs and aspirations.
  • Not actively listening: Pay attention to both verbal and nonverbal cues.
  • Failing to follow up on action items: Consistency is key to building trust and demonstrating support.

A well-executed first 1-on-1 isn’t just good onboarding; it’s a powerful investment in your team’s success. By prioritizing connection, clarity, and consistent support, you can set your new hires up to thrive and unlock their full potential.