The power of One-on-One meetings

…and the Paradox of Motivation
Motivation is a crucial factor for both employee retention and performance. Yet, decisions about how to support and address employee motivation are often left to individual managers. This stands in contrast to the strict compliance rules many companies establish for various business processes. While organizations have guidelines for areas like annual performance reviews, there are rarely clear frameworks for how leaders should engage with employees to empower them, foster self-motivation, and nurture productive, resilient team members.

Motivation always comes first…
Most employee interactions are planned and decided by individual managers, with an emphasis on job performance rather than on how well the role aligns with the employee’s motivation and expectations. This is particularly true for one-on-one meetings between managers and employees, where motivation is often overlooked. However, motivation should always come first. As we observed with a client who implemented a structured one-on-one meeting program for their 200+ employees, focusing on motivation over performance yields better results. The guiding principle was simple: “If you feel motivated and have the necessary competencies, it will lead to higher performance. However, if you lack motivation, you’ll never be a high performer, regardless of your competencies. Motivation always comes first.”

Agenda & Key Questions
In partnership with this client, we helped develop a framework using the Motivation Factor Pin Pointer Pro assessment as an annual, mandatory tool. This assessment informed monthly 30-minute one-on-one sessions between managers and employees, supported by a fixed agenda and key questions. The structure also included video tutorials to help managers effectively apply the methodology. The agenda for these meetings covers the following key points:

1. Key Milestones Since the Last Meeting
   • Review progress on the previous meeting’s goals.
2. Workload Assessment
   • On a scale of 1 to 10, how would you rate your current workload?
3. Needs Fulfillment
   • To what extent are your top two needs being met, and in what ways?
   • How can I better address and support your needs as a leader?
4. Utilization of Talents
   • Which tasks or responsibilities energize you the most?
   • Is anything or anyone hindering you from fully utilizing your talents?
5. Collaboration & Team Interaction
   • Do you feel accepted and included within the team?
   • Do you feel engaged and valued in team activities?
6. Motivation Level
   • On a scale of 1 to 10, how motivated do you feel right now?
7. Suggestions for Improving Workplace Happiness
   • What could be done immediately to boost your motivation or happiness at work?
8. Potential Changes for Better Team Results
   • If you were in charge, what changes would you make to improve team performance?
9. Goals for the Next Four Weeks
   • What are three specific goals or areas of focus you’d like to prioritize before the next meeting?

Needs and Talent Clouds
The Needs and Talent Clouds™ generated by the Motivation Factor Pin Pointer Pro assessment provide additional insight by highlighting value-driven words related to each employee’s top needs and talents. These word clouds represent the ideal work environment for the employee, offering a glimpse into how their day-to-day responsibilities could align with their strengths and needs. While reality may not always match this ideal, striving to create a work environment that fulfills these needs allows employees to perform at their best, work more effortlessly, and feel happier and more motivated. This leads to a win-win situation for both the company and the employee.

As a leader, you can use these word clouds as a valuable tool in one-on-one interactions to better understand each employee’s motivations and how to support them effectively.

Be frank
Finally, it’s important to have an open dialogue about retention. Consider asking something like: “Hiring great people and keeping them on board is one of the toughest parts of management, and I truly appreciate having you on the team. I would hate to lose you unexpectedly. Should I be concerned about anything? Would you feel comfortable telling me if you’re feeling uncertain or considering other opportunities?” This approach fosters trust and encourages transparency, allowing you to address potential concerns early and ensure the employee feels valued and supported.

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Motivation Factor® enables you to identify what to pursue and where to focus your energy so you can boost your motivation.

Imagine if you knew exactly what motivates you and your staff. Motivation Factor helps to verbalize your vision – and provides you with the tools and structure to work professionally with your motivation and/or your employees’ motivation.

Motivation and research

Recent brain research tells us that our motivation is rooted in our individual needs and talents. When it comes to personal change and the development processes, it is essential to focus on what drives you towards the goal, and it is equally important to know what to avoid in order to stay motivated. With this knowledge, you can maintain determination and focus along with motivation and willingness to adapt. Learn more about Motivation Factor tools and programs here.