At the heart of any successful organization is a strong understanding of the importance of good communication. No matter how big or small your team is, you must maintain a consistent and clear channel of communication between all team members. High performing companies are fully aware of the power of encouraging strong working relationships. In order to sustain professional development, real-time feedback encourages career growth. Through regular career development one-to-ones, employees are able to work on action items that align better with their current objectives and goals.
In this 'How to', we will demonstrate a great way to start leading your employees to engage in conversations about their career development. As opposed to waiting all year round to undertake a performance review, this approach will generate more up to date short term goals that will convert into fulfilling employee career goals. Furthermore, for a manager to put aside the time and to give their full attention to each employee for an allotted amount of time each week demonstrates a commitment to their personal development.
The Career Development 1 on 1s App will facilitate any team to keep focused on their day to day progression towards career goals. Through the regular meetings, employees can receive constructive feedback and provide status updates on their training and development programs, as and when they happen each week. Maintaining consistent communication with employees is better for engagement and motivation. With a clear structure to follow, employees are better equipped to not only take on their tasks but aim for pre-set deadlines based on their 1 on 1 meetings.
Stimulating conversation by enabling users to enter talking points prior to the meetings, the app contributes to more time efficient and productive meetings. Additionally, the ability to prepare for these discussions will also encourage employees to produce new ideas or solutions that can be brought up in the meeting. Keeping the meeting as a focal point for the participants to commit to with their career development also gives more confidence to managers that their employees are in fact working to meet their professional development goals.
Beyond this, the value of the app is demonstrated in how easy it is to arrange and continue these meetings. Managers or employees can schedule a slot that best suits them and any communication about the meeting arrangements can be delegated through the software. All in all, by installing this app you are providing your team with an extremely effective and streamline method of guaranteeing that each and every development plan is executed to its best possible standard.
Following the steps below, install and launch your Career Development 1 on 1s in a matter of minutes:
Open up any workspace, click Create a new app, then select Store template.
Select the Career Development 1 on 1s app and click Add this to your account.
We'll take a few seconds to add this to your account. You'll be taken straight to the app to get started.
All of the pre-built questions and states are installed and ready to go. You can use the app right out of the box! To skip the customization, head on down to step 4 and set up your app participants and permissions.
If you would like to configure the Development Meetings form to add your own questions and states, click the Template menu, then Edit template.
Elements are your individual form fields that make up your form. Whether they're text questions, drop-down menus, display-only fields or numerical calculations, every element can be changed to suit your custom process.
For this example, we are going to edit the display text to align more with the company's own language. You able to edit just about anything in these templates, so feel free to alter whatever you deem necessary.
You should note that each element is unique, so if for example you change the rating set on one element you'll need to change any other questions to match this. Don't worry, it's quick and easy to duplicate an element once you're happy with its setup.
Reordering is super easy - you just click and drag to change the element or section order.
A new element that's useful to add to your first section is a display-only Description or Rich-text area. For example, you can use this to inform employees about the dedicated slots that managers have assigned for these meetings.
In the example, we add a section with a File upload element. The employee will be prompted to provide some evidence of their progress or the work they've done towards their training and development since the last meeting.
States are the steps in your Development Meetings workflow, and each state has its own participant. The New Career Development 1 on 1 is one state and the Employee is the participant - likewise with the Mentor/ Supervisor and their states.
There's no limit to the number of states you can add to your survey workflow. What's more, you can select whether each state is read-only, editable or hidden to the selected state participant.
See how we add in a new state for the Head of Training. This additional state is included so that the workflow will involve the individual responsible for overseeing all training programs. With this state included as an additional check, it notifies the Head of Training that each check-in has been fulfilled. We'll add in a new section for the Head of Training to fill in, this will be made hidden from all other participants as it is simply a process of approving that the 1 on 1 has been completed properly.
Here we no longer need the Head of Training state and so this can be deleted. Since we've discontinued the need for the 1 on 1 monitoring we can also delete the relevant section in the workflow.
Every state has a default status flag that indicates to all participants what stage of the process their item is in. Your Development 1 on 1 app is set up with default status flags which you can customize.
We recommend that you delete any flags that are unused. You may want to add in some additional states for alternate needs. For example, if a state is reviewed and declined due to a lack of notes, you could create a new status flag that reads "Provide more notes" and will be returned for the necessary participant to resubmit.
Participants are the individuals involved in the Development 1 on 1 workflow and each state has one participant. To automate your process, you can create default participants based on your account Relationships, define an individual as the state participant, or leave these blank to allow the employee to select all participants when they come to fill in the form.
Setting up your participants based on relationships means that when an employee creates a new form, all of the people who need to be involved in the workflow are automatically assigned.
In our example, we edit the participants and assign the default relationship for the employee to be their manager. This way, whenever a 1 on 1 meeting is scheduled the manager will be auto-assigned, this can of course be changed but it will make for a much more streamlined and automated process for most users.
If you have lots of different participants you need to control who can see the data at every step. Visibility defines whether a participant can see the review only in the state that they own (limited visibility), or in all states (full visibility).
By default participants can only see the development plan when it's in a state that they own. For 1 on 1s, all participants should have full visibility because we want them to see the discussion and comments made by all involved in the meetings before they are officially released. The employee will see the form in the first, last and penultimate states - when they draft their meetings and following the discussion to note down the points to continue their development. These are the states where the employee is the participant.
The mentor/supervisor will also have full visibility over the whole process - even when they're not directly participating.
Permissions control the access to your app within your PeopleGoal account.
In your Development 1 on 1s form, we'd recommend you set the permission to Create only. This means employees can create forms for themselves but can't see any colleagues' forms since this isn't really necessary and prevents confusion.
The user who installed the Development 1 on 1 app template has Owner permission by default and can assign specific permissions to other teams or users. Specific team and user permissions replace the default permission type.
In a somewhat similar but also different approach to the example about the Head Training earlier, you might want to give "Create and view" permission to your C-Suite so that they can oversee the status/comments for all Development forms but without being able to change the app settings or edit forms they're not a participant in.
When it comes to arranging regular 1 on 1s, the power of this app is found in its capacity to automate the scheduling of recurring meetings. This step is all about demonstrating to you how easy it is to set up regular meetings for all of your employees.
Setting up recurring forms is a no-brainer and once put in place, you won't have to look at it again. By automating this process, it makes the process far smoother and hassle-free. Please note that it is not obligatory for you to schedule these meetings if that better suits your company, but it is highly recommended.
Every single data point entered in apps from PeopleGoal are collated and can be used in data analysis. To see the data at work, jump over to the Data tab and marvel at the wonders of the numbers.
From here you can sort and filter any categories you like. Create reports that can provide you with more information about the qualitative or quantative data gathered from your employees. You may want to determine the most occurring talking points or anything else that is important for your company's development and training programs.
Anything entered in these meetings will be obtainable and can be used to better the running and progression of your organization.
Give yourself a pat on the back, you're now all set to get your meetings started. In order to launch you 1 on 1s all you need to do is follow the relevant steps that apply to you. Moreover, if you have scheduled your one-to-ones then when the time is right these will be launched automatically.
Tip: It may not ever be required but you can select your Company team here to initiate a meeting request for everyone in the account.
With your Development 1 on 1s launched and hopefully, set up to recur automatically, you may want to take some time to check out what else our Development workspace has to offer. Given you will be discussing employee and organizational development, you should be sure to check out the Development Plans app. Through this app you are able to concoct your very own plan for development, providing a clear and measured route for employee growth and learning. You'll be able to find this and so much more in our App Store.
PeopleGoal Support Team
Account Management & Implementation Specialists