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Manage recurring 1:1 meetings
Manage recurring 1:1 meetings

Learn how to manage 1:1s with direct and indirect reports

Updated over a week ago

With recurring 1:1s, managers can schedule regular check-ins with team members, customize frequency and duration, and seamlessly share notes—all within PeopleForce. These meetings can be used for work feedback, salary reviews, and weekly or monthly updates, all organized in unified threads called Relationships.

Key functions for managers

As a manager, you have several essential functions to manage your team's 1:1 meetings effectively:

Setting up the relationship: Select the employee, occurrence, time, and date for your recurring 1:1s.

Edit the frequency of 1:1s: Change the meeting frequency from monthly to weekly or any other interval that suits your needs.

Reschedule the meeting: Adjust the date or time of the meeting as needed.

Cancel meeting: Cancel one of the recurring 1:1s if you need to change your plans.

Choose the 1:1s template: Select a pre-created template to structure your meeting, making it more productive (e.g., for promotion, performance review, or termination).

Talking and Action points: Add talking and action points to the 1:1s structure.

Shared notes: Include shared notes during the 1:1s, which will be visible to both the manager and the employee.

Private notes: Add private notes that will be visible only to the manager (organizer).

Past and upcoming 1:1s: Access past and upcoming meetings through a convenient sidebar.

Setting up the relationships

Organizing 1:1 meetings has never been simpler. However, before diving into scheduling, it's essential to establish the relationship between the organizer and the participant. Each pair of people can have only one meeting frequency.

  1. Employees can establish relations under the "Me" tab -> 1:1s -> +New or simply by using the ''Quick add'' button.

  2. In the pop up window customize the frequency of recurring meetings to suit your schedule, whether it's weekly or monthly meetings.

Example of the weekly occurrence.

If you select the Weekly occurrence, utilize the Repeat every field to specify the frequency of 1:1s. For instance, setting "Occurs every 1 week" will schedule the meeting weekly, while "Repeat every 2 weeks" will schedule it every two weeks on the specified day and time.

Example of the monthly occurrence.

If you select the "Months" option, use the "Occurs every" field to indicate the frequency of 1:1 meetings. For example, setting it to "Occurs every 1 months" with a start date of 01.03.2024 (the 1st Friday of the month) will schedule the meeting monthly on the first Friday of each subsequent month. Alternatively, selecting "Occurs every 2 months" will schedule it every two months on the 1st Friday of the month.

3. If Google/Microsoft calendar integration is enabled, the system will automatically identify suitable time slots that work for both the organizer and the participant. Simply select the one that best suits your needs.

4. Optionally, choose a default 1:1 template. You can preview or edit the template after scheduling the meeting.

Once the relation is established, if you attempt to set it up again, the system will notify you in a pop-up window, indicating that the relation already exists. From there, you can choose to proceed to the upcoming meeting or schedule an ad hoc meeting instead.

Managers can schedule ad-hoc meetings outside of the recurring schedule. For instance, if a manager needs to meet with their direct reports next week for an important discussion.

Editing 1:1 relationship

To change the frequency of 1:1 meeting, navigate to the relationship you want to edit in Me section > 1:1s > Relationships. Choose the Relationship you want to edit. Click the Settings button, make the desired changes in the pop-up window.

⚠️ Please note that only organizers can edit the relationship.

Rescheduling the recurring meeting

Both the organizer and the participant have the ability to reschedule a recurring meeting. To do so, navigate to the meeting in the "Me" section-> Overview, select the meeting you wish to reschedule. Then, under the three dots menu, choose the "Edit" option and make the necessary changes.

⚠️ Remember that this action will only reschedule the selected meeting, while all other recurring meetings will continue according to the conditions set during the initial setup of the frequency in the relation.

Access the upcoming meetings

Navigate to the Me tab to find all your upcoming meetings listed in the Overview section. Alternatively, you can access all relationships and meetings in the 1:1s section.

Talking points

Now both manager and participants can create talking points and mark them as private, ensuring they are not visible to the other party. Talking points will no longer be carried over between 1-1 meetings.

It is also possible to load the talking points from the template.

Action points

Both managers and employee( participant ) can create action points that are either private or visible, and assign them to either the themselves (managers) or an employee . Any incomplete action items will carry over to future 1:1s until they are completed, and they will also appear in the To-do's widget on the Home page for the assignee.

Shared and private notes

Now both organizer and participant can create shared notes, visible for both sides.

Private notes can only be created by the organizer and are visible only to the creator.

Convenient access to past and upcoming meetings

Both the organizer and the participant can access past and upcoming meetings through a convenient sidebar. This allows them to delve into each meeting and review its details and notes.

Calendars integration for 1:1s

If Google/Microsoft calendar integration is enabled, the system will automatically identify suitable time slots that work for both the organizer and the participant when scheduling meetings. Simply select the option that best suits your needs.

Additionally, please note that there is a one-way sync for calendar integration with Google and Microsoft calendars. If changes are made to a meeting in Microsoft/Google calendar, those updates won't reflect in PeopleForce. However, if changes are made to 1:1s in PeopleForce, they will be updated in the Microsoft/Google calendar within a minute.

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