Tips for Effective 20-Minute Leadership Conversations

Handling our time effectively during the work day can be a challenge. To help us out, Author Alan Vengel reviews some ideas on how to get the most out of short, focused meetings with employees.

1. Have a plan. The most effective leaders are the ones who take a few minutes at the outset to determine the purpose of the conversation, what questions they want to ask, and what results they expect.
   
   
2. Keep it simple. The beauty of a 20-minute conversation is that it is focused and purposeful, and both parties know what it’s about.
   
   
3. Take care of the relationship. Most managers are time-starved, and feel the pressure to get things done quickly. In their haste, they sometimes drive the task over the relationship. Building and protecting relationships requires equal time with tasks.
   
   
4. Listen completely. One of the biggest complaints employees have about their managers is they don't listen. Listening behavior is giving evidence you have heard and understand. Paraphrase, question, and paraphrase again to ensure complete understanding.
   
   
5. State expectations clearly. The second biggest complaint employees have about managers is they aren't clear about what they want or expect. Leaders and managers should never assume they are clear, or that employees understand exactly what is expected. They need to make sure understanding is mutual.
   
   
6. Write it down. Take a couple of minutes at the end of your conversation to record what was agreed on and how it will be followed up. This reassures employees that there will be follow-up and a future discussion to ensure everyone's needs are met.
   
   
7. Follow-up. If you say you are going to follow-up, and if the employee expects it, then you need to do it. Doing so sends the message the conversation was important, what was agreed upon was important, and there will be continued follow-up until both sides get the desired results while doing their best to be successful. People generally do more when they know they will get additional feedback and follow-up in the future.