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At Learned we want to help you as a coach in conducting a good continuous dialogue. We do this in the form of 1:1 meetings. Both you as a coach can create conversations with your employees and your employees can schedule a meeting with you. This article further discusses how you as a coach can create and conduct conversations.
Create the 1:1 meeting
As a coach you can create 1:1 meetings in 2 places in the platform. Creating conversations always works in the same way.
On the page 1:1s in your personal environment. Here you will see on the page an overview of all 1:1's in which you are a participant. Via the 'Create meeting' button you can directly create a new 1:1 or team meeting with your employee(s).
In the 'Team' environment in the left menu bar below. As a coach you can view, conduct and create all conversations with your employees in the 'Team' environment.
In the steps below, we'll show you how to create a conversation.
Choose a 1:1 template
The Admins can set up 1:1 meeting templates to support you with sample questions and conversation topics. When you choose the 'template' option, the name, description and questions from the template are automatically loaded. As a coach you can adjust this according to your own wishes per conversation.
Select the participants
Then you select the people you want to have the conversation with. This can be 1 team member, multiple team members, or a combination of different team members and other coaches.
❗️Note: When you turn on the slider, it means that the 1:1 meeting is about that person. With this setting, you also ensure that the sidebar in the 1:1 meeting is visible for the person this meeting is about.
💡 When having a 1:1 meeting with a colleague to discuss a particular project, leave all sliders off. If this is left off, no sidebar will be visible in the 1:1 conversation either.
❗️Note: If you create a 1:1 meeting via your Team environment, by default the employee with whom you want to schedule the 1:1 is selected as the 'employee this conversation is about'.
Date, time and repeat pattern
Then you determine the date of the conversation. Do you want to create a recurring 1:1 meeting that repeats for example every week or every month? You can set the following in the dropdown at 'Repeat':
Repeat calls weekly until a certain end date.
Repeat calls every 'X' weeks until a specified end date.
Repeat conversations on custom data that you enter per conversation.
An email invitation is automatically sent for all conversations, which will appear in each type of calendar.
Add talking points
The talking points are the questions that should come up during the conversation. In addition to the topics from the 1:1 meeting template, you can add additional topics as you wish.
You have the following options:
General: Here you can write down conversation topics yourself, or choose from the available templates.
One tab per participant: For each participant you can load goals, review reports or real-time feedback from the various Learned functionalities. As a coach, you have access to the employee's data. If you are not a coach of another participant in the conversation, you can only give real-time feedback and load these messages into the conversation.
Note: All talking points added to the meeting are visible to all participants of the meeting. However, if you are not a coach of a participant in the meeting, you cannot click through on the talking point and you, therefore, have no access to the underlying information/progress.
Conduct the 1:1 meeting
After you create the 1:1 meeting, it will appear on your Home screen, the “1:1” page and in the “Team” environment. In addition, all parties involved will immediately receive an email for notification. By clicking on the title of the conversation, you can start working on it. Conducting the conversation works the same way for the coach and for the employee.
💡 When you have created a 1:1 meeting that is about a specific employee, you will see this in the overview of all 1:1 meetings you have scheduled in the “Employee” column. Do you see a profile picture there? Then you know that this 1:1 meeting is about a specific employee.
Discuss all preset meeting topics (Talking Points)
The various meeting topics are listed below each other. The participants have a text field for each meeting topic to keep a meeting report. In addition, attachments can be uploaded to the meeting report. All participants can also add additional topics before and during the meeting.
In addition to the text fields per meeting topic, there is also space for shared notes and private notes. Of course, the private notes are not visible to anyone and they are not included in the PDF export.
During the meeting, you can click through to the previous and upcoming meetings at the top of the screen. You can click open all meetings to view the meeting topics and notes. In addition, you can determine next steps for the next meeting on the right. You click on a profile picture and assign concrete next steps. You can easily check these off.
All your open next steps can be found on the Next steps page. You can reach it via your profile photo bottom left - Next steps. From there, you can tick off the next steps as soon as you have completed them.
The sidebar in the 1:1 meeting
When the 1:1 meeting is about a specific employee, the sidebar of this employee is also loaded. Here you can find more information about the job profile, goals and previous evaluations.
💡In the sidebar, you only see the data to which you have permissions.
Admin: sees all tabs
Employee: sees all tabs
Coach: sees all tabs
Guest (no coach): sees only Goals tab, and only the goals the guest is allowed to see
📚 Do you want more information about the sidebar? Please read this article.
Export the meeting report
Done with the meeting? All participants of the conversation can export the meeting report to PDF.
Adjust meeting settings?
Do you still want to change something after publishing a meeting or a series of meetings? No problem! Keep the following in mind:
For a series of meetings, when the name and description are changed, this change will be reflected in all meetings.
You can adjust the talking points per meeting, or for a series of meetings.
You can still adjust the date per meeting, or for the entire series of meetings.
If you are creator of the 1:1s with a repeating pattern, you have the option to delete not only a single meeting within the repeating pattern, but also the entire series or all future meetings in the series. This will preserve the content of historical meetings within the series.