LearnaBytes

INTRODUCTION

In this session, participants will practice having one-to-one meetings in small groups and give each other feedback.

DURATION (ESTIMATED)

• 90-minutes

LEARNING OBJECTIVES

After going through this session, participants will have:

• Gone through practice sessions in small groups to help them develop effective one-to-one meeting skills

WORKBOOK

• Yes

PREPARATION

• None

PREREQUISITES

• Participants should know what one-to-one meetings are and their purpose.
• They should be able to identify behaviours that lead to effective one-to-one meetings.

FACILITATION GUIDE

• Introduce the activity by sharing the learning objective with them. Display the slide titled – LEARNING OBJECTIVE.

• After displaying the slide, tell them that:
  • Having the knowledge about how to have effective one-to-ones is not enough.
  • We need to be able to put that knowledge into practice.
  • To validate some of what we have learnt you are going to practice doing one-to-one meetings in small groups
• Display the slide titled – PRACTICE IN SMALL GROUPS.

• Tell them that:
  • You will practice in groups of threes.
  • Each person in a group will rotate through the roles of manager, team member and observer.
  • Each one-to-one practice session will last for a maximum of 10-minutes.
  • During the one-to-one meeting the observer will observe and take down notes which they will feedback to the manager after the practice session.
  • There are guidance notes and three case studies in your workbooks.
  • In your groups decide on which case study each person will use.
  • All the case studies have information which you will need to read beforehand to get ready.
  • You will be given an initial 10-minutes to prepare and then 45-minutes for the practice sessions. 30-minutes for the actual practice and 15-minutes for feedback from the observer.
• Display the next slide titled – GIVING FEEDBACK.

• Tell them that:
  • Let’s remember that the purpose of feedback is to help people learn and develop.
  • It is not for judgement or criticism. Each observer should follow the steps outlined here to ask for and give feedback.
  • They should first ask the team member about how the one-to-one went for them.
  • Next, they should ask the manager to talk about their experience of the one-to-one. How did it go for them?
  • Finally, observers should then talk about what they felt the manager did well and what they can do differently next time to make the one-to-one meeting even better.
• Next, direct them to the section in their workbooks titled – INSTRUCTIONS FOR THE PRACTICE SESSION.

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INTRODUCTION

In this session, participants will observe a demonstration of a one-to-one meeting practice session and give feedback about it.

DURATION (ESTIMATED)

• 60-minutes

LEARNING OBJECTIVES

• During this session, participants will observe and give feedback about one-to-one meeting practice sessions to help them develop effective one-to-one meeting skills.

WORKBOOK

• Yes

PREPARATION

• None

PREREQUISITES

• Participants should know what one-to-one meetings are and their purpose.
• They should be able to identify behaviours that lead to effective one-to-one meetings.

FACILITATION GUIDE

• Introduce the activity by sharing the learning objective with them. Display the slide titled – LEARNING OBJECTIVE.

• After displaying the slide, tell them that:
  • Having the knowledge about how to have effective one-to-one meetings is not enough.
  • We need to be able to put that knowledge into practice.
  • In this session we will have some practice sessions which you will observe and give feedback on to help you learn what to do and what not to do during a one-to-one meeting.
• Next display the slide titled – JIM AND GEMMA.

• Let them know that during the practice session, you, the facilitator will act as the Jim, the manager.
• Two willing participants will act as Gemma, the team member.
• The rest of the group will observe and give feedback after the practice sessions.
• Refer them to the session in their workbooks titled – JIM AND GEMMA. Give them 3-minutes to read the information there.

• After they’ve read the information, use the ‘breakout rooms’ feature to split them into two small groups to prepare for the practice session. Give them 10-minutes to prepare (the information they will read to prepare is below).

• Make sure that you (facilitator acting as manager) are also prepared to act as Jim by reading the information in the section of the workbook titled – PRACTICE SCENARIO – JIM, THE MANAGER.

• For this first practice session, the aim is for you to do a really short but poor one-to-one meeting. Do this by:
  • Starting the one-to-one meeting without doing a wellbeing check-in or asking for Gemma’s agenda items.
  • Don’t ask how she is doing.
  • Just give her updates by telling Gemma, that there is a big project coming the team’s way.
  • Also, tell her that you hope she has registered for the qualification you talked about previously and that she did the night shift handover properly.
  • Don’t ask her any questions. After the updates end the meeting.
• After the practice session put them back into two groups to prepare their feedback for 6-minutes.
• When the 6-minutes is up, bring them back to the main room and ask for each group’s feedback and listen to them.
• The only thing that went well is that the one-to-one meeting happened and the updates Jim gave.
• There are a number of things that should be done differently. Jim could have:
  • Made the agenda setting more collaborative by asking for what Gemma wants to talk about then tell her what he wants to discuss also.
  • Asked how Gemma is doing and checked if she has any concerns (wellbeing check in).
  • Gone through Gemma’s agenda items first before discussing his.
  • Asked her about any upcoming priorities she has and what, if any, support she needs.
  • Given her necessary feedback, particularly appreciative feedback to help her see where she is doing well.
  • Asked her if she has anything else to discuss.
  • Identified any actions that they both need to complete and documented them.
• If they identified any of the above in their feedback, you don’t need to repeat them. Only mention any that they missed out.
• Next get ready to do the second practice session. This time the volunteer from the other group will act as Gemma.
• The aim of this practice session is to demonstrate a much better one-to-one meeting.
• Use the steps outlined in the part of their workbook titled – PRACTICE SCENARIO – JIM, THE MANAGER for this practice session.

• As you did previously, have the one-to-one meeting with Gemma while the other participants observe and take notes.
• Then put them back into the two small groups they were in before for 6-minutes to discuss their observations and prepare their feedback that will be delivered through a nominated spokesperson.
• When the time is up, stop them and bring everyone back to the main room.
• Then listen to the feedback from each group. They should have observed you do the following:
  • Ask about Gemma’s wellbeing, concerns, and anything she needs help with.
  • Ask for her agenda items.
  • Tell her your own agenda items.
  • Go through all the agenda items starting with hers.
  • Discuss upcoming priorities.
  • Give her updates.
  • Give her feedback.
  • Express gratitude.
  • Ask if she has anything else to discuss.
  • Identify and document actions.
• Only mention any of the above if they didn’t talk about it as part of their feedback.
• After their feedback, thank them for taking part in the practice session and let them know that you have one more activity for them which is an individual reflection activity.
• Direct them to the section in their workbooks titled – REFLECTION FROM PRACTICE.

• Tell them to spend 6-minutes on the activity and afterward you will ask them to share a summary of their reflections.
• After 6-minutes, stop them and get everyone’s attention.
• Ask each participant to share a summary of the reflection they just did and listen to them without commenting.
• Thank them for sharing their reflections and then move on to review the session.
• Review the session by telling them that:
  • This session focused on practising how to have one-to-one sessions.
  • There were two practice sessions which you observed and gave feedback on and hopefully you got some lessons that can be applied in your own one-to-ones.
• After that, end the session.

This is the end of the session.