18 Sep The Importance of Meeting Weekly with Your Employees
Recently I shared my thoughts about How to Clarify Expectations with Employees. In this article I advocated the use of an Employee Work Agreement, a document that could help communicate and clarify expectations and accountabilities between you and your employees.
To strengthen the relationship even further, I would like to suggest establishing a one-on-one meeting with each employee that reports to you on a weekly basis. Your managers will hold their own meetings with their direct reporting employees.
I know, you might think I am crazy for even suggesting these meetings. Where will you find the time? However, years ago I implemented a weekly employee meeting policy and it turned out to be a very rewarding and productive experience, for myself and for my employees.
Why Weekly Employee Meetings?
Weekly Employee Meetings provide you with an opportunity to build a healthy and stronger relationship with each of your employees. These meetings don’t have to be long; mine used to average between 10 – 30 minutes. By using a standard agenda and creating a weekly meeting routine, you can accomplish a lot in a short period of time, and save a lot of time in the long run.
During these meetings, you have an opportunity to:
• Address any problems/issues and work together on solutions.
• Allow employees to tell you what’s on their minds.
• Discuss current work and any additional expectations or priorities.
• Coach the employee to help them stay on track.
• See your employees as people, and not just as employees.
• Show your employees you actually care and are willing to listen to them.
Benefits of Meeting Weekly with Employees
There are many benefits to holding weekly meetings with your reporting employees, such as:
• Less frequent interruptions – your employees will save their issues to discuss during your weekly meeting.
• Less drama and rumors – learn about and address problems before they escalate into something much larger. Nobody likes walking into a mine field.
• Less communication misunderstandings – Make sure you are on the same page.
Holding Your First Weekly Meeting
Holding your first meeting gives you a chance to set the stage for building a long term healthy relationship, to lay out the ground rules for how you two can work together. It is important to get off to a good start, and be able to explain to your employees that these meetings are designed to improve the working environment and providing you additional ways to support them doing their work.
• Prepare in advance, especially for your first meeting
• Meet the same time and day of the week
• Follow the same agenda each week
• Have specific questions ready in advance
Suggested Meeting Agenda
You can customize your meeting agenda to what you think is best. Try to stay consistent each week. Here are some ideas:
1. Key Objectives – Identify the key objectives of the meeting
2. Current Work Review – Review current work progress.
3. Work Issues – identify, and if so, make a plan to resolve them.
4. Other issues – Discuss new policies, procedures, changes, news, etc.
5. Parked Items – items you didn’t get to and new topics that may come up that you will discuss during the next meeting.
6. Confirm the next meeting date/time.
It may seem like a lot of effort to set up individual weekly meetings, but I believe this effort is worth the improved communication, understanding, and stronger relationship with each employee. Listening to your employees, and helping them solve their problems not only empowers them to take action, but goes a long way to show how much you support and value them as individuals.
To your SUCCESS,