Enhancing Employee Engagement Through One-on-One Meetings: Best Practices and Strategies

I need to conduct the "Let's Talk Initiative" in my company, which means I (HR) have to speak individually to each employee. The time duration is 45 minutes. Can you please tell me what facts should be covered in this personal meeting? If you have any attachments, please forward.

I have to start this from tomorrow, so please reply soon.

Hello friend,

This is a very good initiative and not an easy one!

1. You need to identify who you would like to talk to - will you choose someone randomly - or would you have a structure to select a person for this talk? Alternatively, you may send an email informing about the initiative and invite people to send their interest in talking to you as a representative of HR. This will help start the process.

2. I personally feel that you may prepare a list of questions on certain topics, and as you start the discussion, it may happen that the person himself wants to say many things not necessarily as per your agenda. In such a case, you have to continue to listen to him and note down the issues he has put forth.

3. Most of the time, you will need to play a "listener's role." This is not an easy one - you should only give him clarifications in case he is not aware of certain policies, etc. Otherwise, you need to respect his feelings and viewpoint. You need to understand the underlying message.

4. I feel that there is no need to conclude anything in the same meeting as some issues will need to be deliberated at various levels - so you should give an assurance that the opinions and suggestions will be considered.

5. If there is something that needs urgent attention, you need to inform your superior in HR - who could make some fast decisions in consultation with top management.

6. As I said, there is no need to look for a standard format - let the process start; it will evolve.

7. Generally, such a role of Listening Post is played by a Senior Management officer; however, if HR is starting the initiative, it is a good step.

8. Senior and Top Management should be willing to work on feedback given by you from these sessions - if that does not happen, then slowly people will not come to you as they would not see any value addition from such sessions (rather it may adversely affect the image of HR and personally you). So continue to work towards getting commitment from seniors for action on issues that surface in these meetings. Even if 10-15% of issues are addressed, it is a great success for HR.

Wishing you the best for your initiative - I am sure it will help improve employee engagement levels and also build a solid image of HR.

Regards,

Nishikant

Thank you, Nishikant, for your immediate reply.

I have to prepare the structure along with the timings for when I will be meeting the individuals. The question that arises here is that I just completed the Employee Satisfaction Survey in the first week of February 2008. So now, I am blank on what questions to prepare.

Please let me know if you need further clarification or details.

Hello,

The employee survey has very general questions. The survey result generally gives organizational-level conclusions. Has your survey given you insights at the work group level? Possibly not.

Through this initiative, you can analyze issues at the work group level and individual level. You may consider asking the following questions:

1. Do you think you have enough role clarity? Does your superior clarify the expectations from you?

2. Are you provided with the resources you need to perform your work? Material resources, financial resources, information, and knowledge resources?

3. Does your superior recognize you for your achievements? How often does your superior give you a pat on the back for a job well done?

4. Do you feel that you are respected as a valued member of the team?

5. Do you get an opportunity to give suggestions to improve the working of the department/section?

6. Does your superior show interest in developing you and contribute towards your career growth?

7. Do you think your colleagues/superior care for you?

8. Do you think the HR department cares for people?

I think these questions will provide you with a lot of information on the work group-level issues.

Regards,

Nishikant

I would like to add one more question in a tête-à-tête with an employee: Do you know the objectives of your company?

Dear Jothi,

I don't think that you have to ask certain questions at the beginning. I think the first phase is to let the employees talk and express their work life.

I do like your idea in our factory with all workers but in another way. First, we make each department aware of the date and time of its monthly "Likaa" meeting. HR staff meet the manager of the department and his subordinates available in the shift. As the workday in the factory is divided into three shifts, we meet the three shifts, each shift at its starting time. We ask each worker to talk about his comments on work and to tell us if he has a suggestion to reduce costs or new ideas for better improvement in the work cycle in general. After that, I write a report about each department's problems and suggestions with the name of each employee who spoke in the meeting. I send the report to the vice president to discuss with the HR director and manufacturing director. After they give me feedback with their comments and the determined actions to solve the existing problems, I inform each department and its employees in the next meeting.

This really works. The employees are very happy to find that their voices reach the top management and that their problems are solved. They enjoy the space of democracy we have given them.

"Likaa meeting" is not only a benefit for the employees but also a great benefit for the organization. One of our employees suggested a good idea to reduce costs, and we implemented it.

Wish you all the best :)

Mai

Hello Mai,

Thank you for sharing the best practices implemented at your factory. It is important that an employee feels valued, and listening to them is crucial. Such dialogue can help unlock the immense potential that every employee possesses.

In some companies, these sessions at the beginning of the shift are known as "Sunrise Meetings." However, these meetings typically involve groups. Conducting separate one-on-one sessions can better address individual-level issues.

Thanks once again for sharing your wonderful experience.

Regards,
Nishikant

Hi,

I am working as a quality manager for a software provider company. I need to conduct one-on-one sessions with the employees, so I need to inform them via email. Kindly help me with the format of the email that has to be sent to the employees.

Regards,
Kavitha.A.P