HR platform: Running a one on one (1:1) session

Overview

1:1 meetings are a key component of a successful ongoing feedback model. They give managers and their direct reports uninterrupted time to discuss projects, review performance, remove blockers, and more. It also provides an opportunity for managers to get to know their employees on a more personal level and allows managers and their employees to discuss career aspirations, interests, and professional growth opportunities.

The Running a 1:1 Session feature allows you to create a scheduled one on one with your employees, including the ability to create pre-set and ad hoc talking points. There are also note taking and commenting features, allowing you and your employee to record the conversation that takes place. You can also edit a 1:1 if the details need updating or remove an entry if you added it in error.

Warning

1:1s are private between the two parties involved, with no restriction based on management lines. Therefore, if you change an employee's manager, then a new 1:1 session needs creating between the two new parties, with the new manager unable to access any previous 1:1 sessions.

Important

When you click the Edit button within the Action column, you will open an editing page that lets you update the supporting template for all planned and scheduled 1:1s, with the option of applying the changes to your following sessions. Following sessions means the next one on one after the current scheduled event.

However, if you click the title of a current or next planned session, this will give you the ability to edit this coming meeting only. This will not change the template of the sessions scheduled following this one on one.

Helpful Hint

The HR platform does not limit 1:1's to just the employee's primary manager, allowing anyone in your business to host a 1:1 with any employee. A good example of where this could apply is when one employee is mentoring another and needs to provide regular feedback. 

HR Best Practice

  • Be prepared for your 1:1 session. Use the template to write notes prior to the meeting. This helps ensure you don't forget any key items that need discussion. 
  • Celebrate successes that have occurred since the last 1:1. This helps to boost employee morale and shows employees we recognise them for their efforts.
  • Discuss challenges or any items that are causing issues or concern.
  • Create action points to help resolve challenges.
  • Keep 1:1s frequent as this allows employees to keep up to date with how they are performing and provides a frequent open channel for managers to address any concerns.

Availability

HR Plan:   Free   Standard   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  This is the default access level per user and whether they have  view,  edit and  delete access, excluding any changes made via our Custom Security feature.

Getting started

The below premises cover how to create a one on one and how to leave a comment, note and/or reply.

Create a one-on-one
  1. Click the   Coaching menu.
  2. Click the 1:1s submenu. 
  3. Click the Create a 1:1 button.
    Session_1.jpg
  4. Complete the following fields:
    • Who would you like to set up a 1:1 with?
    • Meeting name.
    • Date.
    • Time.
    • Frequency:
      • Does not repeat.
      • Weekly.
      • Fortnightly.
      • Monthly.
      • Quarterly.
      • Half-yearly.
      • Yearly.
  5. Click the Use a Template button
    Session_2.jpg
  6. Select your pre-built one on one (1:1) template.
  7. Click the Use button.
    Session_3.jpg
  8. Click the Send Email Invite button.
    Session_4.jpg
  9. Click the Got It button.
    Session_5.jpg
Add a one-on-one comment
  1. Click the   Coaching menu.
  2. Click the 1:1s submenu.
  3. Click the 1:1 that needs a comment added.
    Session_6.jpg
  4. Click the   button.
  5. Write the required reply and click the Save button.

    Helpful Hint

    You can choose from the following formatting options:

    •   (Bold).
    •   (Italics).
    •   (Underline).
    •   (Dot Point List).
    •   (Number List).
    •   (Hyperlinks).
    Session_7.jpg
Add a one-on-one reply
  1. Click the   Coaching menu.
  2. Click the 1:1s submenu.
  3. Click the 1:1 that needs a reply added.
    Session_8.jpg
  4. Click the   button.
  5. Click the Add a Reply button.
  6. Write the required reply and click the Save button.

    Helpful Hint

    You can choose from the following formatting options:

    •   (Bold).
    •   (Italics).
    •   (Underline).
    •   (Dot Point List).
    •   (Number List).
    •   (Hyperlinks).
    Session_9.jpg
Add a one-on-one note
  1. Click the   Coaching menu.
  2. Click the 1:1s submenu.
  3. Click the 1:1 that needs a note added.
    Session_8.jpg
  4. Write the required note and click the Save button.

    Helpful Hint

    You can choose from the following formatting options:

    •   (Bold).
    •   (Italics).
    •   (Underline).
    •   (Dot Point List).
    •   (Number List).
    •   (Hyperlinks).
    Session_10.jpg

Maintain

The below premises will walk you through how to edit, archive and/or delete a one on one and how to update and/or remove a comment, note and/or reply.

View a completed one-on-one
  1. Click the   Coaching menu.
  2. Click the 1:1s submenu.
  3. Click the 1:1 that needs viewing.
    Session_8.jpg
  4. Click on the completed 1:1 you want to view.
    Session_11.jpg
Reload a one-on-one
  1. Click the   Coaching menu.
  2. Click the 1:1s submenu.
  3. Click the 1:1 that needs reloading.
    Session_8.jpg
  4. Click the   Reload button.
    Session_12.jpg
Reschedule a one-on-one
  1. Click the   Coaching menu.
  2. Click the 1:1s submenu.
  3. Click the 1:1 that needs rescheduling.
    Session_8.jpg
  4. Click the   Reschedule button.
    Session_13.jpg
  5. Enter the updated time and click the Reschedule button.
    Session_14.jpg
Edit a one-on-one comment
  1. Click the   Coaching menu.
  2. Click the 1:1s submenu.
  3. Click the 1:1 that needs a comment edited.
    Session_6.jpg
  4. Click the   button.
  5. Click the   button.
  6. Click the   Edit button.
    Session_15.jpg
  7. Make the required changes to the comment and click the Save button.

    Helpful Hint

    You can choose from the following formatting options:

    •   (Bold).
    •   (Italics).
    •   (Underline).
    •   (Dot Point List).
    •   (Number List).
    •   (Hyperlinks).
    Session_16.jpg
Edit a one-on-one reply
  1. Click the   Coaching menu.
  2. Click the 1:1s submenu.
  3. Click the 1:1 that needs a reply edited.
    Session_8.jpg
  4. Click the   button.
  5. Click the Reply button.
  6. Click the   button.
  7. Click the   Edit button.
    Session_17.jpg
  8. Make the required changes to the reply and then click the Save button.

    Helpful Hint

    You can choose from the following formatting options:

    •   (Bold).
    •   (Italics).
    •   (Underline).
    •   (Dot Point List).
    •   (Number List).
    •   (Hyperlinks).
    Session_18.jpg
Edit a one-on-one note
  1. Click the   Coaching menu.
  2. Click the 1:1s menu.
  3. Click the 1:1 that needs a note edited.
    Session_8.jpg
  4. Make the required changes to the note and click the Save button.

    Helpful Hint

    You can choose from the following formatting options:

    •   (Bold).
    •   (Italics).
    •   (Underline).
    •   (Dot Point List).
    •   (Number List).
    •   (Hyperlinks).
    Session_10.jpg
Edit a one-on-one
  1. Click the   Coaching menu.
  2. Click the 1:1s submenu.
  3. Click the Edit button.
    Session_19.jpg
  4. Make the required changes and click the Save button.
    Session_20.jpg
  5. Choose from the following options:
    • Apply these 1:1 changes to following sessions.
    • Apply these 1:1 changes to current and following sessions.
  6. Click the Submit button.
    Session_35.jpg
End a one-on-one

Warning

Once you pass the date of the 1:1, the platform will auto close the 1:1 session and will generate a new 1:1 based on the recurring cycle you have set up. 

  1. Click the   Coaching menu.
  2. Click the 1:1s submenu.
  3. Click the 1:1s submenu.
  4. Click the 1:1 that needs ending.
    Session_8.jpg
  5. Click the End Session button.
    Session_21.jpg
  6. Click the Got It button.
    Session_22.jpg
Cancel a one-on-one
  1. Click the   Coaching menu.
  2. Click the 1:1s submenu.
  3. Click the 1:1 that needs canceling.
    Session_23.jpg
  4. Click the   Cancel button.
    Session_24.jpg
Archive a one-on-one

Important

You can only archive a one on one (1:1) if you were the user that created it and there were active sessions run with a user.

  1. Click the   Coaching menu.
  2. Click the 1:1s submenu.
  3. Click the 1:1 that needs archiving.
    Session_25.jpg
  4. Click the   Archive 1:1 button.
    Session_26.jpg
  5. Click the Archive button.
    Session_27.jpg
Delete a one-on-one comment
  1. Click the   Coaching menu.
  2. Click the 1:1s submenu.
  3. Click the 1:1 that needs a comment deleted.
    Session_6.jpg
  4. Click the   button.
  5. Click the   button.
  6. Click the   Delete button.
    Session_28.jpg
  7. Click the Delete button.
    Session_29.jpg
Delete a one-on-one reply
  1. Click the   Coaching menu.
  2. Click the 1:1s submenu.
  3. Click the 1:1 that needs a reply deleted.
    Session_8.jpg
  4. Click the   button.
  5. Click the Reply button.
  6. Click the   button.
  7. Click the   Delete button.
    Session_30.jpg
  8. Click the Delete button.
    Session_31.jpg
Delete a one-on-one

Important

You can only delete a one on one (1:1) if you were the user that created it and that has had no active sessions run with any user.

  1. Click the   Coaching menu.
  2. Click the 1:1s submenu.
  3. Click the 1:1 that needs deleting.
    Session_32.jpg
  4. Click the   Delete 1:1 button.
    Session_33.jpg
  5. Click the Delete button.
    Session_34.jpg

Author recommended

So you have now run a one on one (1:1) session and you are now wondering what next can I do. There are two recommendations I would make on this front and they are:

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