Text Based 1-on-1s are Effective

What is this?

Text-based 1-on-1 refers to a 1-on-1 meeting that is completed solely through text communication.

Example

For instance, when Manager 🐶 and Engineer 🐱 conduct a 30-minute 1-on-1, they would do it as follows:

• (Before) Traditional Method
  • Conversing during a meeting
• (After) Text-based 1-on-1
  • Prepare a collaborative note beforehand and write down questions you want to ask each other
  • During the meeting, do not engage in conversation, but open the note and write answers or additional questions to each other

Background

Depending on the context, "information" is often important in 1-on-1s. Rather than focusing on the non-verbal information from face-to-face or conversational interactions, it's the quantity and quality of information that can be expressed in words that is crucial. If you want to broaden or deepen this kind of information, text communication is the optimal choice.

We have a tendency to prefer conversation, possibly because the majority is not familiar with the "smart communication using advanced tools" approach, which is relatively feasible for engineers. The influence of the majority is strong, and engineers often get swept up in it.

Therefore, by setting aside the simple act of conversing for a moment, we should consider and practice the truly necessary communication and its methods. Text-based 1-on-1 is an approach that achieves this in 1-on-1s.

As a Knowledge Architect, I am dedicated to optimizing pathways, including communication methods. 1-on-1s are relatively straightforward and easy to implement, making them an ideal entry point.

Advantages

As mentioned in the background, the quantity and quality of information can be maximized. At the very least, it's significantly more than what can be achieved through oral conversation.

Disadvantages

Non-verbal communication is not possible. Therefore, it is not suitable for objectives like deepening camaraderie, casually changing the mood, or exchanging emotions in a non-verbal manner.

How to Do It

First, Prepare a Note

Use a collaborative note, which is a note that multiple people can edit in real-time simultaneously. You can use Notion, Google Docs, Box Notes, Cosense, or any similar platform.

For example, if 🐶 and 🐱 are conducting a 1-on-1, prepare a space only visible to them. If your culture is open, you may allow the whole team to see it, but 1-on-1s usually delve into private topics, making them less likely to be widely accepted. It's best to start with a closed space for the two participants, similar to direct messaging.

About the Format

The format should be a bulleted list with two sections: one for 🐶 and one for 🐱. Begin each line with a character indicating whose opinion it is. You can write names, but I recommend using emojis. They are highly visible and cute emojis have a mood-lifting effect (just like Minecraft).

Here's an example in Markdown:

- 🐶: John - 🐱: Chris # 🐶 -> 🐱 - 🐶Do you have any current thoughts on ~~? - 🐶Can you briefly update me on the progress of Project A? - 🐶We need to start considering next year's long-term business trip; I'd like to hear your thoughts at this point. - …… # 🐱 -> 🐶 - 🐱I have three certifications I'd like to apply for using company funds; could you share your thoughts on this? - 🐱The loud typing noise from Anna is stressing me out; can anything be done? - 🐱I believe Project A should be terminated; could I get your perspective? - 🐱The reasons I think it should be terminated are as follows. 1: …… - …… 

It's ideal to have these prepared before the 1-on-1 meeting. During the meeting, you can focus on answering the listed questions and writing additional questions and answers as you think of them while writing or reading. From my experience, if questions aren't written in advance, text-based 1-on-1s don't go smoothly.

This effectively requires setting aside some time and properly writing the questions before the 1-on-1. While it's often said, "I don't have the time or energy for that!" it's just an excuse. Communication with your boss and team members is important, and 1-on-1s are beneficial for that. If so, you should invest the time and energy. If it's not important, then you don't need to conduct 1-on-1s at all. Or, you could organize "events" or "casual chats" that focus on emotional exchanges instead of information exchange.

During the Meeting

During the meeting, continuously write questions and answers in the notes.

Do not engage in other tasks, focus exclusively on writing the 1-on-1 in the notes. Once you get used to it, it can become so engaging that 30 minutes won't be nearly enough.

Let's look at an example. It might look something like this (Markdown syntax example):

- 🐶: John (Manager) - 🐱: Chris (Subordinate) # 🐶 -> 🐱 - 🐶Do you have any current thoughts on ~~? - 🐱I haven't thought about it. - 🐱Could you tell me the background to this question? - ✅🐶Can you briefly update me on the progress of Project A? - 🐱It's going well in terms of our work, but the client has been unresponsive, which is stalling progress. The plan is to finish Phase 1 within this month, but at this rate, it might drag into next month. - 🐶If it's due to the client's situation, it can't be helped. What do you think the issue is? - 🐱To ensure continued work from them, we need to proceed at a good pace, but currently, it isn't so. The results seem inadequate, and there's a high chance they won't continue with us. - 🐶We have other projects to work on apart from Project A, so I don't think sticking to it is necessary. What do you think? Do you want to continue with Project A? - 🐱I am not particularly attached to it. I'd like to let it flow naturally. Thank you. - 🐶We need to start considering next year's long-term business trip; I'd like to hear your thoughts at this point. - …… # 🐱 -> 🐶 - 🐱I have three certifications I'd like to apply for using company funds; could you share your thoughts on this? - 🐶Certifications A and B are approved. Here's an explanation for how to apply: …… - 🐶As for Certification C, there are plans to set quotas within the department. Probably around three people. You should hear about it next week or later, so pay attention. You're allowed to apply on your own. - ✅🐱The loud typing noise from Anna is stressing me out; can anything be done? - 🐶This might be a tricky issue. In fact, Anna has also mentioned that you are overly sensitive, and I'm thinking of having a conversation with both of you while I mediate. Anna has agreed to this. - 🐱I'm fine with that. - 🐱I believe Project A should be terminated; could I get your perspective? - 🐱The reasons I think it should be terminated are as follows. 1: …… - …… 

The questioner should place a ✅ next to the topics that are completed. For topics that are ongoing, continue writing responses or additional questions. If the bulleted list becomes long and hard to read, you can split it into sections or pages.

Conclusion

We've introduced text-based 1-on-1s, which are conducted via text communication.

In 1-on-1s, the quantity and quality of information are important. Text allows you to increase these factors. Give it a try!