11 Benefits of Choosing The Right One On One Meeting Software

one on one meeting softwareThe traditional once-a-year performance review is a method of the past and continuous performance conversations are taking its place. As more and more organizations begin adopting this method of performance management they’ll need new software that supports regular one on one meetings.

There’s no shortage of vendors—but not all will work to foster productive, ongoing performance conversations that actually boost performance. So we’ve provided a one-on-one meeting software checklist that will make your search easier.

 

Free Download: One-on-One Meeting Software Checklist

 

Here are 11 benefits of choosing a one on one meeting software that promote a high-performance culture.

  1. Reduce administrative burden and setup
  2. Build stronger manager-employee relationships
  3. Empower employees to own their performance
  4. Ensure managers ask the right questions at the right time
  5. Boost engagement in conversations and follow-up
  6. Support and drive employee performance
  7. Give and receive valuable employee feedback
  8. Align on your organization’s unique goals and objectives
  9. Drive action and make smarter business decisions
  10. Support employees of all types, locations, and backgrounds
  11. Partner in employee engagement and performance

 

1. Reduce administrative burden and setup.

 

Why it matters

59% of managers report spending more than 3 hours a day on administrative work. Bottom line—your managers are struggling to find time in their busy schedules as-is to worry about the overwhelming and complex process of setting up an effective employee conversation.

 

What to look for

Your one-on-one meeting software should reduce administrative burden—not add to it. Your one-on-one meeting software should enhance face-to-face meetings and make preparation and follow-up easy.

Look for tech that offers:

  • A shared agenda builder
  • Best-practice templates
  • Automated alerts
  • HRIS, email, and calendar integrations

 

2. Build stronger manager-employee relationships.

 

Why it matters

Effective communication is a key driver of employee engagement and performance. One-on-ones, especially performance conversations between managers and employees, are critical opportunities for productive communication.

Our research shows that great conversations lead to higher engagement, but only about half of employees are having them. One-on-one meeting software is built to better optimize manager-employee meetings. But is the software actually built for the people using it?

 

What to look for

Managers and employees should be able to see, track, and manage upcoming and past one-on-one meetings all in one convenient conversation hub. This makes it easy to reference notes and talking points from previous conversations as you prepare for the next conversation.

Look for tech that offers HR- and manager-initiated conversations, including:

  • Employees to launch a one-on-one with their manager
  • Managers to launch one-on-ones with their direct reports—anytime
  • Employees to request “skip-level one-on-ones” where they meet with their manager’s manager

 

3. Empower employees to own their performance.

 

Why it matters

The key to ensure managers and employees are equally prepared for a one-on-one meeting is by launching a collaborative 1:1 agenda. This gives employees ownership of their own performance and lets them drive the conversation. Building the agenda together can reduce anxiety and increase employee buy-in throughout the process.

 

What to look for

One-on-one meeting software should be built to support these meetings and allow both parties to collaborate on the topics of the meeting. Ask vendors how their software helps guide manager-employee conversations.

Look for tech that offers a five-step process:

  1. Employee completes one-on-one
  2. Manager completes one-on-one
  3. Both parties share their notes and meet to discuss
  4. Employee adds notes and finalizes the one-on-one
  5. Manager adds notes and finalizes the one-on-one

 

4. Ensure managers ask the right questions at the right time.

 

Why it matters

55% of highly engaged organizations said employees are expected to have one-on-ones monthly or quarterly, compared to only 22% of disengaged organizations. Juggling numerous employees and associated meetings each month is overwhelming for any manager—and asking impactful, relevant, and performance-driving questions is just one piece of conducting an effective meeting.

 

What to look for

Your software should include calendar syncing that enables automated, recurring one-on-one meetings to always be on team radars. And if they’re still struggling to come up with the right one on one meeting questions, your software should be your go-to source. This ensures managers are conducting effective, culture-approved performance conversations.

Look for tech that offers:

  • Automated one-on-ones
  • Pre-loaded, best-practice, HR-approved conversation templates
  • Customized conversation templates for different work groups
  • Recommended one on one meeting topics
  • Due dates for employee self-assessment, manager assessment, and cycle end

 

5. Boost engagement in conversations and follow-up.

 

Why it matters

While it may seem archaic to schedule, document, and follow up on one-on-one meetings with pen, paper, and a filing system—this reality is all too familiar for many. Keeping track of critical employee feedback and progress can make or break an employee’s likelihood of engaging in your one-on-one conversations. That’s why it's important to find a happy medium between an outdated performance management system and one with a variety of useless bells and whistles.

 

What to look for

Software adoption is the key to a successful tech rollout. Your software should fit effortlessly into your culture’s daily workflow so every manager can find time to have genuine, engaging conversations with their team. And one-on-one meetings are a great foundation for building a stronger connection between manager and employee. Your meeting should be saved so you can access any notes taken for your next meeting.

Look for tech that offers:

  • Tool-prompted prep work
  • Intelligent alerts
  • Instant two-way messaging
  • Comment threads
  • Ability to capture private notes

 

6. Support and drive employee performance.

 

Why it matters

One-on-one meetings can involve sharing ideas, working through feedback, and discussion of employee goals and growth. When managers have the full picture of where an employee stands, they can have smarter, more effective performance conversations.

 

What to look for

It should be easy for managers to pull in data from other performance and engagement tools. Help your teams work smarter, not harder by finding a partner who helps you support and drive performance by holding continuous, meaningful, data-informed, and action-focused performance conversations.

Look for tech that offers a seamless integration of:

  • Employee goals
  • 360 Feedback
  • Talent reviews
  • Recognition

 

7. Give and receive valuable employee feedback.

 

Why it matters

One-on-one meetings are an extremely valuable part of the workplace. They help foster trust and understanding and open productive lines of communication and opportunities for employee coaching. In fact, 75% of companies use one-on one meetings as a tool to give and receive employee feedback. One-on-ones are a perfect opportunity to capture qualitative and anecdotal evidence of what is and isn’t working in your culture.

 

What to look for

It can be difficult to accept and activate feedback without a shared understanding. Knowing exactly what feedback you want to share and coming prepared to root your feedback in examples is key. One-on-one software can help you create a safe space for asking for and sharing feedback.

Look for tech that:

  • Requires both parties to share feedback before having access to the other’s
  • Allows users to “Un-share and Edit” responses after sharing their answers
  • Enables employees to launch skip-level conversations (with their manager’s supervisor)

 

8. Align on your organization’s unique goals and objectives.

 

Why it matters

Your approach to employee, team, and business success is unique to your organization. And one-on-ones should help you get there by discussing performance that aligns with your organization’s goals and objectives. One-on-ones can help employees and teams grow and succeed by leveraging certain conversations for goal setting and career growth.

 

What to look for

Customizing your meeting conversations allows you to better align on goals and find out where employees need support. Ask software providers if you have the ability to add your own meeting questions, if you can alter which questions you ask different workgroups, and if you can make pre-set templates so you never have to recreate the wheel.

Look for tech that offers:

  • Integrations with HRIS and productivity tools
  • Interactive and user-friendly progress reports
  • Ability to send friendly, in-tool nudges to complete one-on-ones
  • Access to past conversation notes

 

9. Analyze usage and activity to make smarter business decisions.

 

Why it matters

One-on-one meetings should be a manager- and employee-driven initiative. But to make an impact on team and organization-wide success it's important for HR and senior leaders to understand what’s happening at a high level.

 

What to look for

One-on-one software should give you and your managers the insight they need without the headache of hopping between tools.

Look for tech that offers:

  • One-on-one meeting analytics and reporting
  • Real-time meeting activity, progress, and completion
  • Filter options to view conversations by status, employee, cycle, or rating
  • Ability to measure impact of conversations in alignment with engagement

 

10. Support employees of all types, locations, and backgrounds.

 

Why it matters

Busy schedules are a big obstacle when it comes to planning and conducting one-on-one meetings—especially with an increasing number of employees who are remote. But holding meetings in unique, convenient, and personalized settings can boost engagement by meeting employees where they are.

 

What to look for

Employees and managers should know when meetings are launched, shared, or archived so they can stay on top of their schedule and remain accountable to their own performance.

Look for tech that offers:

  • In-tool and email notifications
  • Mobile-access or app
  • Multi-language support
  • Company branded look and feel

 

11. Partner in employee engagement and performance.

 

Why it matters

So, you think you’ve found the perfect one-on-one meeting software—it’s a great culture fit, easy for you to implement, has some cool extra features, and is within your budget. But wait. The organization selling it doesn’t use it themselves.

 

What to look for

Beyond responsive or accessible customer support, your potential vendor should be a reliable resource that walks the walk. Ask your potential vendor how they use the tool to boost performance in their organization.

  • What are their favorite features?
  • What are their insider tips?
  • How do they use the tool in their own organization?
  • What benefits have they seen from other customers?

 


 

Want to find out if Quantum Workplace’s one-on-one meeting software is right for you? Download our One-on-One Meeting Software Checklist to discover the best fit for your organization.

one-on-one meeting checklist