You Should Mix up Your 1-on-1 Locations

Embrace the flexibility of varying the locations of one-on-one conversations to foster a more open-minded and adaptable leadership approach.

Talking to your team members is the most important way to spend your time as a leader. However, if you always have those conversations at the same time and place, then you are likely only experiencing part of the information. This post is a follow-up to another titled What does a good 1-on-1 look like? Check out this guidance there to learn some tips on structuring the conversation.

Where the one-on-one happens has an interesting impact on the types of conversations you will have. In this post, I’ll explore some options of places to host conversations and some of the pros and cons based on my own leadership experience. In general, in-office meetings tend to be more closed and problem-focused, outdoor meetings are often more happy and solution-focused, and virtual meetings depend on where your team member is sitting at the time. Additionally, more public areas will surface less specific and critical feedback.

As a quick aside, try varying your location for one-on-ones for virtual conversations, even if your team member stays at their usual work location. You can also request that they go for a walk while talking to you.

In your office

This is probably one of the most common places for one-on-one conversations. It is convenient to schedule and offers the opportunity to review materials before, during, and after the conversations.

Depending on your relationship with the team member and their experience level, this can be one of the most challenging locations for a one-on-one for them. Getting called into the boss’ office can be a lot like visiting the principal in grade school. In this way, conversations hosted here will tend to be terse, shielded by fear of saying the wrong thing, and generally convey a more negative outlook. 

Look to get out from behind your desk. That surface and monitors between you can reinforce power dynamics, contributing to the tense feelings.

However, don’t avoid this location because there are essential things to learn here. It is more likely that critical feedback of others in the organization will come to light in this location. A view into the less favorable outlook is important for a well-rounded understanding of your team.

Pros:

• Comfortable and convenient place for you.
• Access to your notes.
• Access to materials to share for discussion.
• Round out your view of the team with a less optimistic conversation.

Cons:

• Less comfortable for your team members.
• More likely to get a negative, fearful, or muted conversation.
• More likely to hear more critical feedback about others.

In a Conference Room

Also, a common location for one-on-one meetings and conference rooms will be similar to using an office. With conference rooms being more neutral and public, team members will tend to be a little more open with sharing. This will come from a sense that this room is less important. However, since this is an indoor location, discussions will tend to be more problem-focused. A bigger change is that feedback in this place will often be less specific to other people and more about the process or organization.

Choose this location to engage in general and overarching feedback conversations. This is where you are likely to learn about hot spots in your organization or perspectives on what “other” people in the group might be thinking.

Pros:

• Easier to plan location.
• More comfortable for your team members.
• It is easier to take notes, and you can bring your laptop for materials.
• Opportunity to uncover general hot spots or potential problems within your team or organization.

Cons:

• More likely to get negative viewpoints.
• Less specific feedback.

Indoor Open Space

Look for areas like seating in the lobby or hallways of your building. While still indoors, these spaces' more public and open nature will start to spin your conversation away from negativity but still likely problem-focused. I would consider this probably the most neutral space on this list. Any discomfort here will be related to not wanting to be loud or share things that will upset people. Be ready to move to a closed room if the conversation needs to turn towards that directed and detailed feedback.

In these spaces, you are likely to hear great updates on the progress of tasks/projects and more likely to hear kudos or general positive feedback. Look to dig into how they work with other groups in a neutral way here. Don’t expect to get into much personal or individual information in these spaces.

Pros:

• General positive-looking feedback while more problem-focused.
• Generally a more comfortable location.
• Less formal, easier to have open conversation.

Cons:

• It is more challenging to take notes or review materials.
• Not an optimal place for sharing critical feedback.
• More chance for people to overhear what is said.

Outdoor open space

Look for picnic tables or benches. Some office locations have courtyard areas or places where people can rest on a walking path. People tend to be more positive and solution-focused when outdoors. You can have similar conversations as in an indoor open space but with a more solution- or forward-looking slant.

Pros:

• General positive-looking feedback while being more solution-focused.
• Informal and easier to have open conversation.

Cons:

• Very weather dependent.
• More challenging to take notes or review materials
• Not a great place for sharing critical feedback
• More chance for people to overhear what is said.

Walking Indoors or Outdoors

We all tend to think and behave differently when moving. These conversations will tend to be positive and forward-looking; outdoors is better for this. You can expect to get information similar to the open spaces above but with a more open conversation. The activity will also help you get more movement into your day.

One benefit of walking is that it is easier to understand when you are likely to be overheard and adjust your conversation accordingly. You can use this time to give specific feedback or have a more direct conversation.

Pros:

• Positive and solution-focused conversations.
• Get some exercise.
• Can still have direct conversations and provide feedback.

Cons:

• Difficult to take notes or review materials.
• Less likely to receive critical feedback or uncover problems

Coffee Shop or Restaurant

These locations tend to offer a more dynamic atmosphere, which can be positive or negative, depending on the person you are meeting with. Ultimately, these public places are much less formal, and the conversation will tend to be more relaxed.  This isn’t the place to get into a deep discussion about specific work or feedback.  However, it is a great place to dig into general company and team culture or learn who they are outside of work.  Use this time to learn more about them as a person and less about work.

My personal favorite is choosing a smoothie or juice shop, for these one-on-ones.

Pros:

• Positive and solution-focused conversations.
• Great opportunity for general company or team environment conversations.
• Great for learning more about who they are outside of work.

Cons:

• Difficulty taking notes or reviewing materials.
• Can be an overwhelming environment for some team members.
• Less likely to receive critical feedback or uncover problems.

Wrapping It Up

Varying the locations of one-on-one conversations can significantly impact the types of conversations you will have as a leader. Different locations, such as your office, conference room, indoor and outdoor open spaces, offer unique advantages and disadvantages. By embracing flexibility in the locations of these conversations, you can gain a well-rounded understanding of your team. Try hosting a 1-on-1 in each of these locations throughout the year. It's important to consider the pros and cons of each location and use them strategically to encourage open and constructive dialogue with team members.

Also, check out these posts:

What does a good 1-on-1 look like? 

A Guide For Skip-Level 1-on-1s

One-on-Ones With My Manager are Kind Of Terrible

If you are looking for help improving one-on-ones with your team, consider contacting me. Let's talk about how you can improve this skill.