Started with One on Ones - Follow Up Questions

Hi networkn.

I was once a digital note-taker, but I have valued the advice to do written notes.

I use a single piece of paper for each meeting -- often it is jambpacked, but occasionally not so. During the week, as things occur to me that I want to chat about with each person, I grab the notebook where I have the next sheet for them and I start "my list" at the top of the page. I need a better system, since when they go first, I need to re-write my items underneath my notes on their points.

During the O3, I write down some great reminders for myself. If they speak about a child, or partner, or an upcoming vacation, I write short notes about this down. I was always wondering why my dentist would remember where I worked and other personal things I shared with them and then I realized that the dental assistant made notes about what I shared (always with my mouth half open and a tool or two sticking out) while in the dentist chair. For any action items for me, I flag them with an empty square in the margin to quickly flag them.

On Fridays, as part of my Getting Things Done (GTD) weekly mindsweep, I scan all of the O3 notes to see if there are any actions I have not yet scheduled or added to my to do list. For those directs who I am now doing some coaching with, I use (as per MT guidance) the back of the sheet for the notes specific to the coaching conversations. I hope this helps. I would like to hear from others as I can always learn new ways of capturing notes too.

From Calgary.

Steve Price

Are you using like a padfolio where you rip out the sheet for each direct and then file it? Or does each direct have their own notebook that you use? If so, what notebook are you using?

You will have a lot of empty space. That's pretty normal, especially at a smaller firm where you're in the same space a lot. There will just be less suprises then if you had spend the whole week not seeing them.

The most important thing that I document in on my 03 sheets is feedback given. F^ or Fv is the notation I use. This helps for HR and legal documentation. 

The second part is that actually writing down what they're saying helps me remember. I especially like this as I often harvest O3 items for my own reports up the chain or in annual reporting.

I've also found that asking the "overall, how's it going?" question in this space at least every other month leads really naturally into career conversations about direction or additional training.

Do keep it up. It took me about a year to really see the benefits. Plus, if your firm grows, you'll have this baked into the DNA as it expands.

JPL

I wouldn't worry about what your notes should look like. Besides capturing any action items or things you want to follow up on at the next one-on-one, I don't think the rest really matters (with exceptions for times you are getting into HR situations).

The issue you seem to be wrestling with is getting folks to communicate with you. Some thoughts on that:

• I have a homegrown form I use and I start a new form for each person after each O3. That way I can write down "Carry Over" items from the last meeting and add items for discussion, feedback, or questions over the course of the week as they come up (this is the bottom part of the form). For example:
  • FB+ (positive feedback) on presentation at staff meeting
  • How is risk assessment of [System A] going?
  • Ask about communications with [Person T] - any better?
  • FB- late for [Project Q] meeting on 7/19
  • Ask about budget for [Project R] - on track?
• During the week, I try not to interupt my staff with issues that can wait until the next O3. If a staff member starts interupting me a lot during the week with things that can wait until the next O3, I will start giving feedback on that.
• Capture anything personal they mention - names, activities, etc. These are great things to follow up on the next week - e.g. how did the visit from your parents go? how was [your daughter's] performance?
• Capture new activities, challenges, etc. and then follow up on these the next week by asking how they are going (I call these Carry Overs). For things more than a week into the future or long-running things, I'll use a post-it note to capture it so I can move it from O3 to O3 form easily.
• Be sure to share some yourself to set an example. E.g. Just to let you know, my sister will be visiting next week so I won't be reading email as much in the evenings - feel free to call if something urgent comes up. Or, [Wife's name] and I are going to be starting a garen this weekend, so I'll be completely offline.

To answer your question, here are some notes I remember taking over the last week:

• On PTO Friday ([Son's name] going to state tawkwondo competition - Carry Over [Ask how son did])
• Finished system risk assessment for [System A] (FB+ =gave positive feedback)
• Working on [Project A] - [plan A] didn't work, trying [plan B] (Carry Over)
• Started [Proposal for my boss]. Will send draft next week. (Carry Over)
• [Person X] still not happy with dashboard results. Gave advice on compromising. (Carry Over)
• Action item: Talk to [Person Y] above inviting [direct] to meeting on [Project Z]

HTH,

Von

Hi @networkn

You may want to try At-a-Glance report - this is just a one page report having 3 main areas. You can place notes in here and be able to see the updates, progress and recommendations on a weekly basis. 

This helped me a lot in keeping up with all the tasks at hand and be able to communicate the updates, progress and recomms to each member of the team through this "At-a-Glance" Report. 

Hope it helps.