Outline of presentation by Dave Crenshaw from LinkedIn Learning course, "Leading Productive One-on-One Meetings."

1. Notes by Richard Featherstone (Page 1 of 4)
Leading Productive One-on-One Meetings
Dave Crenshaw via LinkedIn Learning on July 16, 2018
Contents
Section 1.1 Overview ...................................................................................................................... 1
Section 1.2 Who to Meet With....................................................................................................... 1
Section 2.1 How Often to Meet...................................................................................................... 1
Section 2.2 Agenda ......................................................................................................................... 2
Section 3.1 Follow-ups.................................................................................................................... 3
Section 3.2 Development................................................................................................................ 3
Section 3.3 Listening to Their Needs .............................................................................................. 3
Section 3.4 Delegate Items ............................................................................................................. 4
Section 3.5 Review and Summarize................................................................................................ 4
Section 4.1 Complete Action Items................................................................................................. 4
Section 4.2 Follow-Ups ................................................................................................................... 4
Section 4.3 Reassess Effectiveness................................................................................................. 4
Section 1.1 Principles of Successful Meetings
1. Purpose- What is the result for this meeting? What is the goal?
2. Time- The shorter the better. Meetings will always take all the time you give it.
3. Agenda- A step-by-step outline of the meeting. Every participant gets a voice.
4. Preparation- Plan ahead
5. Focus- Stay true to the stated purpose; no multi-tasking
6. Leadership- Who is in charge of the meeting?
Section 1.2 Using Technology
1. Use the handout on preparing the Checklist
o Telephone, audio visual; web conferencing
Section 2.1 Do We Need a Meeting
1. Do we have all the information we need for a meeting?

2. Notes by Richard Featherstone (Page 2 of 4)
2. Are we going to discuss and collaborate or simply delegate?
3. Is it critical we are all on the same page?
4. Is this meeting one of our most valuable activities?
Section 2.2 Scheduling Meetings
• Length- Weekly is about a half hour; Monthly is about 1.5
• Rhythm- What times of the week work best
• Technology- Use scheduling tools
• Reminders- automatic reminders; personal reminders via email (designate a member of
the team to do this)
Section 2.3 Ground Rules
• Set Ground Rules
• Bring your calendar
• No multitasking during meetings
• Use only the agreed upon technology
• One person speaks at a time and everyone else listens
• Speak openly without fear
• Begin and end on time
Section 2.4 Meeting Leader
• Leader by position or rotation?
• Have heads take turns leading because that gives them experience
• Leader is the servant
Section 2.5 Agenda
• Use handout on the Agenda
• The vision or end result is the most important part of the meeting (attendees know
what they are going to do)
• Everyone gets there on time
• Brief development presentation (5 minutes)
• Each person reports on whether they did their work from the last meeting
• Give each person time to discuss their issues
• Final five minutes the leader summarizes the work to be done and the next meeting
time

3. Notes by Richard Featherstone (Page 3 of 4)
Section 2.7 Be Prepared
• Come with a meeting task list
• Bring action items
• Bring development materials
• Bring Personal Calendar
• Bring a gathering point to your meeting (Google Doc)
Section 3.1 Budgeting Time
• Development- 5 minutes
• Report on Commitments- 5 minutes total
• Participant Time- Determine the time left in meeting subtract five minutes then divide
by number of participants. Each person gets that much time.
• Summarize Tasks- 5 minutes total at end
Section 3.3 Opening
• Arrive 5 minutes early
• Remove Distractions
• Greet people as they arrive
• Set the tone of the meeting and be positive
• Talk about the purpose of the meeting or read the mission statement
Section 3.4 Presenting the Development
• Keep it to 5 minutes max
• Get their attention
• Listen more than you speak; ask a question
• Let them discover for themselves
Section 3.5 Checking in on Commitments
• Look at notes from last meeting, did you get it done?
• Yes, good job
• No, What got in the way of completing this?
• Finish with brief sincere praise
• If you notice a pattern, follow-up with a one-to-one meeting

4. Notes by Richard Featherstone (Page 4 of 4)
Section 3.4 Delegate Items
• Review your one-to-one task list
• Give Specific descriptions of the results
• Give clear
o Who takes action?
o What is next step?
o When this needs to be done?
Section 3.5 Review and Summarize
• Go over all commitments
• Let other person decide how they will do this; only determine the results
• Remind yourself when to follow-up with the person
• End on time
Section 4.1 Complete Action Items
• Meet your commitments
• Email them the results the moment you completed these unless just before meeting
Section 4.2 Follow-Ups
• When delegating, create a waiting for list
• Set a reminder to check on progress then:
o Not done- email them, “Have you had a chance to get to that yet?”
o Done- email them, “Thanks for getting that done.”
• Follow-up on flexible items at the one-to-one meetings
Section 4.3 Reassess Effectiveness
• Once every three months ask if the meetings are working
• Do this during development portion of meeting
• “What can we do to improve the effectiveness of these meetings?”