How to Use 1-on-1s

Conducting a 1-on-1 in Quantum Workplace allows you and your manager (or direct report) to answer a set of questions and review each other's responses before an in-person conversation.

In this article: 

Overview

1-on-1s are designed to facilitate a productive space and time for colleagues, typically managers and direct reports to prepare and meet with a predetermined agenda. 

In this article, you will learn how to navigate, create, and complete 1-on-1s in Quantum Workplace. 

Learn more about 1-on-1 best practices.

Navigating the 1-on-1 Dashboard

The 1-on-1 Dashboard is where you can view, search, create and manage all of your 1-on-1s. Use the following guide to learn how to navigate through the 1-on-1 dashboard.

  1. Use these tabs to update the 1-on-1 cycle feed (see Box 2)
    1. Inbox displays all current 1-on-1 cycles that have yet to be finalized
    2. Archived displays archived and deleted 1-on-1 cycles
    3. All 1-on-1s display all 1-on-1 cycles, active and completed
  2. This is where your 1-on-1s are displayed and be clicked to view and complete a 1-on-1
  3. In this section:
    1. Click Video Tour to learn about 1-on-1s and important functions
    2. Click Your Templates for a list of templates available to your organization, learn more about template management for admins
    3. Click Start New 1-on-1 to create a new 1-on-1 cycle
  4. The Recurring Check-ins card helps you quickly set up and view recurring 1-on-1s with direct reports, a manager, and other colleagues
  5. Use the different filters available to you to easily search for 1-on-1s via a demographic, user, or cycle

Navigating the 1-on-1

Within the 1-on-1, both colleagues share their responses and document their takeaways from their meeting. Functions within the 1-on-1 are designed to guide users and provide an environment for productive conversation.

  1. This section highlights the two colleagues in the 1-on-1 and a timeline in certain circumstances: 
    1. A timeline is visible if the 1-on-1 is created by your HR team, e.g. recurring 1-on-1s
    2. A timeline is not visible if the Agenda/Check-In template is used, or the 1-on-1 is user-initiated
  2. This section is where the 1-on-1 questions are displayed and completed
  3. Smart Topics can be used with the Agenda Builder to introduce relevant topics to the 1-on-1
    1. Click Add Topic to add the highlighted topic to the 1-on-1 agenda
    2. Click All Topics to view and sort all available topics by category, multiple topics can be added at once
  4. Action Items allow you to keep consistent notes for reference when used by the same two colleagues, learn more about Action Items
  5. Add any external attachments relevant to the 1-on-1 

How to Start a New 1-on-1

There are two ways to create and start a new 1-on-1. 

Note: The ability to create new 1-on-1s may be disabled depending on your organization's permissions. 

Starting a Recurring Check-In

On the 1-on-1 Dashboard, in the Recurring Check-In card, you'll see your direct reports, manager, and other immediate colleagues. 

To start a 1-on-1 via the Recurring Check-In card:

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  1. Click Setup for the corresponding colleague
  2. Select between Check-In or a template via the Select a Template drop-down menu
    1. Check-In allows both colleagues to enter any agenda item
    2. Select a Template gives you the option to choose between your organization's templates
  3. Select the day of the week and time of day for the 1-on-1
  4. Use the Duration drop-down menu to specify the length of the 1-on-1 
  5. Use the toggle to determine if the 1-on-1 is recurring or a one-time event
    1. If recurring, use the drop-down menu to select the time interval, i.e. weekly, monthly, quarterly, etc. 
  6. Optionally, for video meetings, click Video Meeting Link at the bottom of the screen and enter the video meeting URL
  7. Click Create 1-on-1 to schedule and launch your 1-on-1

Starting a New 1-on-1 

1-on-1s can be created from scratch from the 1-on-1 Dashboard. 

To create a 1-on-1 from the 1-on-1 Dashboard:

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  1. Click Start New 1-on-1 in the top-right corner
  2. Under the Participants drop-down menu, specify the other 1-on-1 participant
  3. Select between Check-In or a template via the Select a Template drop-down menu
    1. Check-In allows both colleagues to enter any agenda item
    2. Select a Template gives you the option to choose between your organization's templates
  4. Select the day of the week and time of day for the 1-on-1
  5. Use the Duration drop-down menu to specify the length of the 1-on-1 
  6. Use the toggle to determine if the 1-on-1 is recurring or a one-time event
    1. If recurring, use the drop-down menu to select the time interval, i.e. weekly, monthly, quarterly, etc. 
  7. Optionally, for video meetings, click Video Meeting Link at the bottom of the screen and enter the video meeting URL
  8. Click Create 1-on-1 to schedule and launch your 1-on-1

How to Share Responses and Finalize a 1-on-1

Once a 1-on-1 has been initiated between two colleagues both users will be invited to share their thoughts and responses according to the questions chosen. 

To share your responses and finalize a 1-on-1: 

  1. Open the 1-on-1
  2. Complete the questions in the column under your profile of the 1-on-1
  3. Meet, either in person or via a video meeting, to discuss the questions and responses completed by both colleagues
  4. Add any notes to specific questions where relevant
  5. Click Finalize

Once both parties have finalized, the 1-on-1 is complete.

How to Export 1-on-1s

1-on-1s, both finalized and unfinalized, can be exported in bulk or individually,  

Export 1-on-1 In Bulk 

To export 1-on-1s in bulk as a .xlsx file:

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  1. From the 1-on-1s home page, use the icon to select 1-on-1 session(s) to export
  2. Click Export
  3. Under Filters, the Recent Downloads card will contain the exported 1-on-1 session(s)
  4. Click Download File
  5. Open the file from your browser's download folder

Download a 1-on-1 from the 1-on-1 Page

To download an individual 1-on-1 session as a PDF file:

  1. Navigate to the 1-on-1 to be downloaded
  2. Click Download 1-on-1 in the top-right