How do you set the stage for an effective one-on-one virtual meeting?
When you are working on something, you need to discuss some issues from time to time. And online meetings are an ideal solution for quickly solving current problems. But what is the best way to make them effective and why do we need a framework even for one-on-one meetings?
What is a one-on-one meeting?
A one-on-one meeting is an online meeting that you have through a video conferencing system or video chat app with just one person. This format is more common than regular team meetings because it is more flexible (fewer participants, easier to organize and run).
This gives people many opportunities for remote communication and business purposes.
Benefits of face-to-face meetings
One-on-one employee meetings are often held at companies that operate hybrid or fully remote. They allow:
- Save time and money - whether it's a one-on-one conversation with an employee or a one-on-one meeting with a manager - it makes colleagues work faster because they can discuss everything directly and quickly. No need to go to the office for an interview or make an appointment for a business lunch: you can call using the video meeting app.
- Show more productivity - the faster you discuss and make decisions, the faster the result will appear. It affects any internal or external communication.
- Understand the problem more clearly - there are situations in team meetings when you are a little upset about some problem, and when it is solved, you need to ask again to clarify it. One-on-one meetings avoid this inconvenience and make everything clear from the start.
- Build mutual understanding - when two people communicate, it is easier for them to find a common language. They can pay attention to the interests and opinions of their interlocutor, and one-on-one communication is more interpersonal. This makes it easier to find a compromise.
You can continue this list as you wish. The bottom line is that for some situations when you need to show yourself or convince someone, it is much more convenient to enter an online one-on-one conference. But to achieve an even better result, you still need some kind of framework.
Why do you need a structure for a meeting?
You need a one-on-one meeting structure to organize communication with your partner, manager, or client. It is much easier to get distracted and lose the line of discussion in an interpersonal conversation. So you need some kind of thesis to guide yourself and touch all the points you want. Also, if your meeting moves from completed and current tasks to future ones, the discussion will be more logical and you will be more likely to make your meeting more productive.
How to structure a one-on-one meeting?
Creating a frame involves preparation. It includes two stages: before the meeting and during the meeting.
Before the meeting you should:
- set the context - what project, what task and what problems arose;
- set the agenda for the one-on-one meeting - what you want to discuss and emphasize;
- create a plan - write it down and leave space for notes.
With this structure in mind, it will be easier for you to focus on the most important points. Please note that during the meeting it is better to follow the following order:
- Start by registering, ask if everything is in order, if there is a reliable connection, if the interlocutor has high-quality sound and video. Maybe talk for a few minutes to ease the situation if something goes wrong.
- Discuss the difficulties and problems you have. These are usually the most urgent issues to discuss, so start with them so you don't miss anything significant.
- Acknowledge victories - cheer yourself up a little, because solving problems is always stressful. Discuss what and how you coped with and what positive results you achieved.
- Create and track actions to determine what next steps you will take to complete your work.
Have a structured discussion plan, and it will become easier for you to speak accurately, which means that your interlocutor is more likely to understand you.
Create the basis for the meeting according to your needs
Consider the reasons for the conversation. If he offers some quick fixes, it's best to be brief. But still follow the plan you created to focus on the essentials. This saves time and effort to find a common language. If you need to explain or show something, include a presentation or other visual aid in the plan. But follow the sequence: from past to future, from negative to positive.
Online one-on-one meetings are widespread among business people. They are fast and efficient, which allows us to better understand each other and emphasize the critical point in more detail. Grab your chance to improve your meetings with quality video conferencing equipment and the iMind app.