Master the 1:1 meeting with these 3 tips

60% of employees say that 1:1s build trust faster than any other action a leader takes. Now why does trust matter to your firm and your team? Well, a lack of trust affects your bottom line more than anything else (yikes). 

Here are some more numbers that show why trust is important:

People at high-trust companies report:

• 50% higher productivity

• 74% less stress

• 76% more engagement

• 40% less burnout

• 29% more satisfaction

• 13% fewer sick days

Source: The Neuroscience of Trust

Let’s do a check in: How do you personally feel about doing 1:1s with your direct reports?

I’ve heard so many leaders say that 1:1s are a waste of time, which is the worst for us CPAs. Wasting time? No thank you. Inefficiency? No way. We have so much on our plates and no time to waste. We want excellence in every facet of our lives and refuse to settle for mediocrity.

Here’s some tough love: if you think 1:1s are a waste of time, then you’re doing them wrong. 

Here are the common pitfalls that make 1:1s mediocre: 

• No clear, aligned purpose

• No preparation

• Not sure what to talk about or how to structure the conversation

• Lack of progress and impact

• Lack of consistency 

Effective 1:1s are designed to be a specific time block for relationship and trust building, clear communication, feedback, problem solving, progress making, and growth and development.

Here are three tips to help you master the art of powerfully effective 1:1s at your firm.

3 tips to make your 1:1s more powerful and effective

1. Clarify and communicate the purpose 

Every effective 1:1 meeting starts with a clearly communicated purpose. 

It’s important that both you and your team member understand why you’re having 1:1s in the first place. By clarifying the purpose, you set the stage for a focused and productive conversation. It ensures that both parties come prepared and understand the goals of the meeting. 

To create your 1:1 purpose statement, reflect on the following questions:

• What is the purpose of your 1:1s? 

• Why are they important to you?

• What do you want the impact of your 1:1s to be? 

• What do you want to happen as a result? 

Having a clear purpose statement is particularly crucial in an accounting firm, where time is such a precious resource. When your team knows that 1:1s are not just for running through a task list but for meaningful dialogue, they’ll approach these meetings with greater intent and engagement. 

While there are no hard and fast rules for the purpose of 1:1s, there are some suggested guidelines:

1. 1:1s are not the time for pure status updates. 

2. They are also not the time to bring up really important issues that should have been solved earlier—your team should not be waiting until their 1:1s to ask important questions that help them move work forward. 

3. As a leader, you should create and hold space for both personal and professional time during your 1:1s. 

1:1 purpose statement example

Here is an example of our 1:1 Purpose Statement (several of my clients have adopted this exact one—feel free to borrow or edit as you see fit): 

“We believe in having 1:1s between employees and their direct leaders. 

This is a time for developing relationships and skills. 

It’s a time for deepening connection and checking in on goals and progress. 

There is space for both personal and professional time during your 1:1s. You are welcome to bring up any area of your life and work during your 1:1s that you want to talk through with your leader.

Your leader will also check in with you on your goals and help you get unstuck,  and make progress. They are there to be your coach and accountability partner—to activate you, support you, challenge you, and celebrate you!”

2. Have your team prepare 

Preparation is key to any successful meeting, and 1:1s are no exception. 

Without proper preparation, these meetings can feel unproductive, leaving both you and your team member feeling like it’s the same conversation every week and the time could have been better spent elsewhere. 

Encourage your team to prepare by completing a 1:1 prep form at least 24 hours before the meeting. This form can include reflections on their recent work, challenges they’re facing, opportunities in front of them, and wins they are celebrating. 

1:1s are a joint responsibility. Employees should take time to self-reflect and come prepared for what they want to talk about to make movement. Leaders should take time to review the completed prep form, and contribute to the agenda. 

This not only helps structure the meeting but also empowers your team members to take ownership of the conversation and proactively contribute to creating a strong relationship with you. It also helps them practice asking for help, sharing good ideas and recommendations, and being open and collaborative.  

Here are some examples of 1:1 prep form prompts:

• What have you accomplished since our last 1:1? 

• What is the impact of those accomplishments? 

• What challenges and problems are you facing now?

• What do you want to make sure we discuss/accomplish at this 1:1?  

• One thing I failed at recently is…. And what I learned from it is…

• One thing I’m celebrating right now is…

• An opportunity in front of me is… 

• As my leader, it’s important for you to know…

You can also ask questions that align with your company’s unique core values, mission, and vision.  

3. Follow the 10-80-10 structure 

To maximize the effectiveness of your 1:1 meetings, adopting the 10-80-10 structure can be incredibly helpful. This removes the “Not sure what to talk about or how to structure the conversation” hangup some leaders have. 

This structure divides the meeting into three key segments, ensuring that each part of the conversation serves a distinct purpose:

First 10%: Connect

Start the 1:1 by connecting and discussing big picture items. It’s always better to start with the big picture and work your way down into the details. 

Ask questions like:

• “What’s something you’re proud of this week?”

• “Give me an example of how your work contributed to our firm’s goals?” 

This initial connection builds rapport and sets the stage for a more open and productive discussion.

Middle 80%: Coach

The bulk of the meeting should focus on the content of the team member’s completed prep form. 

Use this time to listen, coach them through challenges, help them develop solutions, get unstuck, and make positive progress. This could involve discussing how they’re managing client relationships, navigating complex financial regulations, balancing multiple projects, or wellbeing strategies they're focusing on to avoid burnout. 

Ask open-ended questions like: “What strategies do you think could work in this situation?” 

The goal is to empower them to find their own solutions, which fosters growth, innovation, and confidence.

One of my favorite coaching frameworks to employ is the GROW Coaching Framework:

Final 10%: Commit and celebrate

End the meeting by solidifying a commitment to action. This ensures that the discussion translates into tangible outcomes. 

Ask them what steps they plan to take next and how they’ll measure success. What will the impact of that action be for them personally, the team, and the firm? Don’t forget to celebrate their wins—recognition and acknowledging progress is a powerful motivator and trust builder.

Make the most of your 1:1s

In the demanding environment of an accounting firm where every minute counts, these practices will help ensure that your 1:1 meetings are not just productive but also impactful. They’ll enable you to build stronger relationships with your team, leading to better performance, higher engagement, and ultimately, a more successful firm.

If you’re ready to make your 1:1’s the best they can possibly be, download our Powerful & Effective 1:1’s Guidebook & Action Plan and get this party started! If you’d like to do a Powerful & Effective 1:1 Training with your whole leadership team, feel free to reach out to us for more info! 

You are amazing. You got this. And if you need any help at all, I got your back!