Best Practices for Remote Team Meetings

If your one-on-ones are primarily status updates, you're missing a massive opportunity to build trust, develop talent, and drive real results. After working with countless leadership teams across industries, I've found that the most effective managers approach 1:1s with a fundamentally different mindset... They see these meetings as investments in people, not project tracking sessions. Great 1:1s focus on these three elements: 1. Support: Create space for authentic conversations about challenges, both professional and personal. When people feel safe discussing real obstacles, you can actually help remove them. Questions to try: "What's currently making your job harder than it needs to be?" "Where could you use more support from me?" 2. Growth: Use 1:1s to understand aspirations and build development paths. People who see a future with your team invest more deeply in the present. Questions to explore: "What skills would you like to develop in the next six months?" "What parts of your role energize you most?" 3. Alignment: Help team members connect their daily work to larger purpose and meaning. People work harder when they understand the "why" behind tasks. Questions that create alignment: "How clear is the connection between your work and our team's priorities?" "What part of our mission resonates most with you personally?" By focusing less on immediate work outputs and more on the human doing the work, you'll actually see better performance, retention, and results. Check out my newsletter for more insights here: https://lnkd.in/ei_uQjju #executiverecruiter #eliterecruiter #jobmarket2025 #profoliosai #resume #jobstrategy #leadershipdevelopment #teammanagement

My 1:1s were broken for years. I canceled on my best people. Used the time as a live status report. Did most of the talking. I thought I was leading. I wasn't even managing. Here's the painful truth about most 1:1s: They're not meetings. They're performance theater. The manager feels productive. The employee feels managed. Nothing actually changes. Here are 4 tests to know if yours are actually working: Test #1: The Ownership Test Who sets the agenda? If it's you, they're not owning their role. The moment they own the meeting, they own their job. Test #2: The Q&A Test Are you asking or answering most of the time? If you're giving answers, you're not coaching. You're doing their job out loud once a week. Test #3: The Dashboard Test Do they arrive with data or reconstruct their week from memory? If they're winging it, you never made the expectation clear. That's on you. Test #4: The Advancement Test Are the most critical things moving week over week? If they're just keeping plates spinning, you have busyness, not good business. The fix is simpler than you think: Make it their meeting, not yours. Ask for a simple dashboard updated the day before. Spend your time probing, not reporting. You're not there to be informed. You're there to help them perform. The harsh truth: Canceling tells them they're not a priority. Talking tells them you don't trust their judgment. Status updates tell them you're a manager, not a leader. The best 1:1 you'll ever run isn't even run by you. Want to build the good version of this system together? Join our free 30-minute Lightning Lesson on April 9th: "How AI Can 10x The Effectiveness of Your One-on-One Meeting" We'll build it together. In real time. https://lnkd.in/gqeptGQm ♻️ Share to help a manager fix their 1:1s. 🔔 Follow Dave Kline for more practical leadership insights.

Your next 1-on-1 is either building trust or breaking it. Most managers treat them like status updates. Most employees see them as obligations. After years of leading teams through growth and crisis, I've learned the truth: The best 1-on-1s aren't meetings. They're investments in human potential. When done right, these 30 minutes can transform: • Disengaged employees into champions • Surface problems become solutions • Good performers into great leaders Here's how to make every 1-on-1 count: For Managers: 1/ Start human, not tactical "What's on your mind?" beats "What's your update?" every time. Let them drive the agenda first. 2/ Listen like your success depends on it Because it does. Their challenges are your early warning system. Their wins are your team's momentum. 3/ Ask the question that matters "What support do you need?" Then actually provide it. Trust compounds when promises are kept. For Employees: 1/ Come with intention This is your time. Own it. Bring your real challenges, not just safe updates. 2/ Share what's actually blocking you Your manager can't fix what they can't see. But come with potential solutions too. It shows you're thinking, not just venting. 3/ Talk about tomorrow, not just today Where do you want to grow? What skills are you building? Make your development their priority. Great 1-on-1s don't just review work. They build relationships. They surface insights. They prevent fires instead of fighting them. The game-changer most miss: End every 1-on-1 with absolute clarity: 📌 What are the next steps? 📌 Who owns what? 📌 When will we check progress? Vague endings create frustrated teams. Your people don't need another meeting. They need a moment where someone truly sees them, hears them, and helps them win. Give them that, and watch what happens. What's one thing that transformed your 1-on-1s? ♻️ Repost if this changes how you approach 1-on-1s Follow Desiree Gruber for more insights on storytelling, leadership, and brand building.

As a leader, holding regular one-to-one meetings with your direct reports is not optional. It is fundamental to strong leadership and effective business operations. These conversations are invaluable for sharing updates, understanding workload pressures, and addressing the issues that matter most to each individual. In hybrid or remote settings, their importance becomes even more pronounced. Without these touchpoints, trust weakens and engagement declines. Skilled leaders understand that their role in these meetings is not to dominate, but to listen. A useful benchmark is to spend 70% to 80% of the time listening, and no more than 20% to 30% speaking. This creates space for your team member to think aloud, feel heard, and build confidence. Consider these three principles to strengthen the impact of your one-to-ones: Rescheduling may sometimes be necessary, but avoid cancelling altogether. It sends an unspoken message that your team member’s time or concerns are not a priority. Consistency builds trust, while disruption can undermine it. These meetings are primarily for them. Encourage your team member to set the agenda, raise questions, and surface challenges. Your role is to listen actively, ask thoughtful questions, and support their problem-solving. There is no need to steer the conversation unless asked. Allow enough time for meaningful dialogue and avoid ending the session abruptly. Rushing the conversation, especially when important or sensitive topics emerge, may discourage openness and reduce future engagement. To help manage my own speaking-to-listening ratio, I use Microsoft Teams' Speaker Coach. It provides a simple breakdown of my speaking time, highlights when I am dominating the discussion, and offers feedback on tone, pace, and inclusivity. The real-time prompts help me pause, ask more intentional questions, and ensure others have the space to express themselves fully. Why not try it today with your Friday catch-ups? #Business #Leadership #Engagement

Have you ever felt like the spark of genuine connection gets lost through a screen? Remote work offers flexibility, but it can also create a sense of isolation. We often assume that productivity follows naturally, but without intentional culture-building, our teams might end up feeling like a series of disconnected voices rather than a unified group. In my own experience, setting aside time for informal virtual hangouts—whether it's a weekly coffee chat or an online game session—has made a world of difference. It wasn't just about killing time; it was about building trust and showing that behind every email is a real person with thoughts, quirks, and stories. Here are a few culture-building tips for remote teams: • 𝗦𝘁𝗮𝗿𝘁 𝘄𝗶𝘁𝗵 𝘀𝗺𝗮𝗹𝗹 𝗽𝗲𝗿𝘀𝗼𝗻𝗮𝗹 𝗰𝗵𝗲𝗰𝗸-𝗶𝗻𝘀: A quick question like “How's your day going?” can open up conversations that lead to lasting bonds. • 𝗖𝗲𝗹𝗲𝗯𝗿𝗮𝘁𝗲 𝘄𝗶𝗻𝘀 𝗮𝗻𝗱 𝗰𝗵𝗮𝗹𝗹𝗲𝗻𝗴𝗲𝘀: Recognize not just professional achievements but also the obstacles team members overcome. It demonstrates collective resilience. • 𝗘𝗻𝗰𝗼𝘂𝗿𝗮𝗴𝗲 𝗶𝗻𝗳𝗼𝗿𝗺𝗮𝗹 𝗶𝗻𝘁𝗲𝗿𝗮𝗰𝘁𝗶𝗼𝗻𝘀: Create dedicated channels or virtual spaces where team members can share non-work experiences—music, recipes, or even pet stories foster genuine connection. • 𝗛𝗼𝘀𝘁 𝗿𝗲𝗴𝘂𝗹𝗮𝗿 𝘃𝗶𝗿𝘁𝘂𝗮𝗹 𝗺𝗲𝗲𝘁-𝘂𝗽𝘀: This can be structured (team meetings with a twist) or unstructured social hours where the conversation flows naturally. What are your go-to strategies for creating a strong remote culture? Share your experiences or tips in the comments—I’d love to learn how you’re making remote work feel like home.

Most 1:1 meetings feel like a waste. But it’s not the meeting. It’s because nobody... Told either person what this meeting is actually supposed to do.   🚫 It is not a status update.  🚫 It is not a check-in box. It is the one place each week where someone should feel genuinely heard, helped, and pointed in the right direction. Every hollow one-on-one sends a quiet message to your team. That message is: I do not think this time matters. And people hear it. They stop bringing real problems. They stop sharing honest thoughts. They start looking for someone who actually wants to hear from them. That is how you lose great people without ever seeing it coming. Here is what a great one-on-one actually looks like from both sides: For managers, start here: This is not your meeting. It is theirs. Show up to serve, not to report. ✅ Keep it weekly. Reschedule. Never cancel. ✅ Private space. No phone. Full presence. ✅ Start human. Ask how they really are. ✅ Listen more than you talk. Every time. ✅ Ask: What do you need from me? ✅ Give specific feedback with real examples. ✅ Bring them into their own goal setting. ✅ Ask how you can be better for them. ✅ Take real notes and follow through on them. ✅ Celebrate actual wins, not just big ones. For employees, own this too: Walking in without an agenda means walking out without progress. ✅ Come with your own agenda always. ✅ Lead with a win and back it up with proof. ✅ Be specific about exactly where you need help. ✅ Bring long-term goals into the conversation. ✅ Ask directly about your development path. ✅ Name what feels unclear before it becomes a problem. ✅ Be honest about what is slowing you down. ✅ Ask for what you actually need out loud. ✅ If you feel unheard say it directly. ✅ Take real notes and act on them. ✅ Keep your manager updated between meetings. Your reset before the next one: ⇒ One win with real proof behind it. ⇒ One honest blocker to work through together. ⇒ One growth conversation to have out loud. ⇒ Clear actions before you leave the room. ⇒ Follow through before you meet again. The meeting is not the problem. The best thing a leader can do is make someone feel like their 30 minutes actually mattered. Do that consistently and people stop looking for the exit. 🎁 Want PDFs of my top infographics + growth tools? 👉 Go Here: https://lnkd.in/g2xbnwhp ______________________ 📚 Join my free workshop to build digital products that sell over and over. ➡️ Save your seat: https://lnkd.in/gNc9zSx6 _____________________ 🛠️ Want to build your own digital business? 🔥 I built something for you: https://lnkd.in/g69W4jPu Please repost to help others out there! ♻️

1:1s can be the most important meetings you have. Or they can be a total waste of time. Your choice. A lot of 1:1s never get past surface-level. But these conversations are when crucial developments can happen for team members. And it's one of the few times where both of you are fully focused on how to achieve personal and professional success. So whenever I'm in a one-on-one, these are the questions I'll ask: 1️⃣ How do you think things are going? ↳ Opens with self-reflection instead of your evaluation. 2️⃣ Is there anything creating stress that I should know about? ↳ Surfaces issues before they become performance problems. 3️⃣ Where do you feel like you're adding the most value right now? ↳ Shows where they feel confident and where they might need support. 4️⃣ What's something you're proud of that we haven't talked about yet? ↳ Creates space to recognize wins that might have gotten lost. 5️⃣ What would need to be true for this to feel like a "dream job"? ↳ Uncovers gaps between current reality and future fulfillment. 6️⃣ What are you interested in learning or taking on next? ↳ Signals that development happens continuously, not just in annual reviews. 7️⃣ What's getting in the way of your best work? ↳ Identifies blockers you can help remove. 8️⃣ Am I supporting you in the right way? ↳ Invites honest feedback about your leadership. 9️⃣ What's one thing you want to make progress on? ↳ Focuses the conversation on what matters most to them right now. 🔟 How can I help you going forward? ↳ Closes the conversation while letting them know you're there for support. Great 1:1s aren't measured by how many boxes you tick on paper. They're a chance to help your team achieve success based on what's important to them. When you ask questions that create space for deeper conversations, you build trust that lasts long after the meeting itself. Which of these would change your next 1:1? For more posts on leadership, follow Clif Mathews. ---- 📨 Every week, 23,000+ execs learn how to define their own success via socials and in my newsletter, Second Summit Brief. Sign up here so you don't miss out: bit.ly/SecondSummitBrief 🔁 Repost to help another leader run better 1:1s.

✨ I work from home about 90%+ of the time and have team members in 5 cities around the province – all of whom primarily also work from home.   A fellow HR leader reached out to me recently – she started in a new role, leading a remote team for the first time, and wanted to know if I had any advice. I prefaced our conversation by telling her that I by no means have it all figured out 🫠 … and still have TONS to learn and tweak. But here are 6 things I have put in place (and try to stick to as much as possible) that have really helped our team succeed in our remote reality. None of these are groundbreaking - but they work 😎     1.      Regular 1-1 meetings with all direct reports. 💞 Depending on your field of work, weekly or bi-weekly works best. And most importantly – do. not. skip. them. Make them a top priority on your agenda. And if you have to reschedule, give plenty of notice and let them know before moving the invite. 2.      Crystal clear workplan, deliverables and expectations. 🏅 Nothing makes someone feel isolated more than not knowing what they are supposed to be working on or if what they ARE working on is the "right" thing. 3.      Team “Watercooler” chat. 💬 Create a shared space on Teams or whatever message application is used by your organization, as a spot where team members can chat more socially – a literal virtual water cooler. No direct work talk. Just a place to share puppy pictures, recipes and silly stories. 4.      Meetings with structure and a clear purpose. ❤️🔥 Our 1-1 meetings have an agenda (personal catch up, operational items, quarterly key deliverables updates) so that team members know what I am expecting from them when we meet. I also ask that they schedule separate meetings if they wish to talk through more complex projects or deliverables so we can have a singular focus when needed. 5. (If possible) schedule regular in person collaboration days. 👯♀️ I understand that for some teams this is geographically impossible. But if you are like me and have a team that is dispersed within a couple hours radius – find a space to meet up. And it does not need to be a traditional office – a co-working space, a cheap rental location, and if you are a close team – maybe even somebody’s home. 6. (This one is for you 😉) Create clear boundaries and expectations with regards to communication and response times. Working remotely also means never ending teams messages – not having to walk down a hallway to ask a question and having the ability to instantly message any and every thought. This can feel overwhelming as a people leader. We feel we need to answer every message right away, to be a responsive and attentive boss... Constantly interrupting our own work or deep thinking. Speak openly with your team about what they can expect from you and how to communicate with you when it’s a true “emergency” or critical item. A #leadingaremoteteam #workfromhome #connection #clearexpectations

Rethink your 1:1s: Stop the time drain, start driving impact. I’ve sat through more 1:1s than I can count - across teams, geographies, and companies in transformation. And here’s the truth: Most of them are broken. They’ve become status updates. Laundry lists of topics. Career convos squeezed into 45 minutes every week. A calendar drain for leaders and employees alike. We need a new paradigm. The traditional model isn’t working. Weekly or bi-weekly check-ins often feel forced. Career discussions every week? Overkill - and it rarely moves the needle. Managers run the agenda instead of letting directs own it. 1:1s balloon into 60 minutes (or longer), chewing up time better spent on real work. Here’s the truth: 1:1s are not your meeting. They’re your team member’s time. A better model for 1:1s? 1. Flip the agenda: It’s not about your updates. It’s about theirs. Let them drive. If they have nothing urgent? Cancel. That’s a sign of empowerment, not disengagement. 2. Ditch the weekly career talk: Career growth doesn’t happen in 7-day sprints. Schedule quarterly check-ins dedicated to development and goals. Make them deep and meaningful, not rushed after project chatter. 3. Keep them tight (30 minutes max): Don’t let 1:1s become endless status meetings. Use other tools (dashboards, Slack, shared docs) for routine updates. 4. Add thematic conversations: Instead of cramming everything into one recurring slot, schedule focused discussions - a session on roadmap priorities, a creative brainstorm, or a culture pulse. 5. Empower, don’t babysit: Your job isn’t to approve every move. Encourage your team to decide, act, and inform, not wait for your permission. Three powerful questions for any 1:1: 1. What’s the most important thing on your mind right now? 2. Where do you need my support - or my air cover? 3. What’s slowing you (or the team) down that we can fix together? These questions shift the tone from “status” to strategy and support. Why this matters: Your team’s time is precious. Every meeting is a signal of what you value. Are you showing trust, autonomy, and clarity - or micromanagement and overload? Meetings - especially 1:1s - are culture moments. They reflect how aligned you really are. They can fuel momentum, or quietly drain it away. But here’s the most honest question: Who needs the 1:1 more - you or them? Is it your safety net because you lack other mechanisms for visibility, alignment, and progress tracking? Or is it truly serving to support their performance and therefore ultimately, their growth? If not, maybe it’s time to rethink what this time should accomplish.

Do you wish your one-to-ones were better? Not awkward or repetitive... ⬇️ If your one-to-ones feel awkward, repetitive or pointless, you’re not alone. But you are wasting one of your most powerful tools. Here’s what usually goes wrong: ❌ No prep or structure ❌ Just another project update ❌ You do all the talking ❌ Feedback stays surface-level ❌ Nothing gets followed up Here’s how to fix it: Take 5 minutes to prep... ↳ Review wins, challenges, priorities, and feedback points ↳ Show up with a plan, not just presence Make it about the person, not the project... ↳ Ask about their goals, growth, well-being, not just deadlines Talk less, ask more... ↳ Try: “What’s frustrating you right now?” “What’s one thing I’m missing?” “Where do you want to grow next?” Give real feedback, not fluff... ↳ Say: “Here’s what’s working…” “Here’s where I see risk…” “Here’s how I can help you improve…” Follow up next time... ↳ Review actions and progress ↳ Hold both sides accountable It’s not about making them longer. It’s about making them matter. One-to-ones are your best chance to lead, not manage. When you treat them like real conversations, not just updates, you get honesty, clarity, and trust in return. Done right, they become the heartbeat of your team. Not because they’re perfect, but because they’re consistent, intentional, and human. 🧠 Remember; a weak one-to-one is a wasted opportunity. But a great one? It’s where real leadership happens. What’s one small shift that’s made your one-to-ones more impactful? Let me know in the comments ⬇️ ------------------------- Develop the managers within your organisation and improve business results… Check out our UK based open courses. Click here: https://lnkd.in/ecf3CBkS For more valuable content, follow me, Sean McPheat and then hit the 🔔 button to stay updated on my future posts. ♻️ Save to help you in the future and repost to help others. 📄 Download a high-res PDF of this & 250 other infographics at: https://lnkd.in/eWPjAjV7