1:1s

Contents

Overview

The 1:1s feature allows users to have more effective meetings, leveraging the data already in Betterworks. With 1:1s, users can:

  • Set agenda topics
  • Add action items
  • Share notes
  • Keep private notes

Setup Process

Enable 1:1s

You can enable the 1:1s module by going to:

Admin → Platform Configuration → 1:1s → Settings

enable.png

Note: If you don't see this option, please contact your Program Architect or Customer Success Manager.

Rename the 1:1s module

You can rename the 1:1s module by going to:

Admin → Platform Configuration → Organization Branding → Naming

naming.png

Creating 1:1s

Options

When you visit the module, you'll have two options:

  • Bulk Create 1:1s
  • Create New 1:1

options.png

We recommend connecting your calendar to Betterworks so that you can import existing meetings as 1:1s. This will also ensure that your calendar remains the source of truth. 

Bulk Create 1:1s

1. You'll be prompted to connect either your Google Calendar or Outlook Calendar. Select one and follow the prompts:

calendar_choose.png

calendar_account.png

calendar_allow.png

2. Upon a successful connection, Betterworks will search your calendar for recurring meetings four weeks out. Only meetings that are weekly, biweekly, triweekly, or monthly will be recognized. 

3. If a recurring meeting is found, you can import it by selecting the meeting and clicking "Create Meeting":

recurring_events.png

 

This will create a 1:1 series whose connection to your calendar is indicated by a calendar icon in the top-right corner of the card:

calendar_icon_series.png

If a recurring meeting is not found on your calendar, simply Create New 1:1 and select "Repeat".

The other participant will receive three notifications related to the 1:1 series:

  • A notification right after the 1:1 series is created
  • A notification one hour before each 1:1
  • A notification on the following Sunday, summarizing 1:1s from that week 

Participants can only disable the notification that is sent one hour before each 1:1 by going to: 

My Settings → Notifications → 1:1 Notifications

notifications.png

The other notifications cannot be disabled.

Create New 1:1

1. You'll be prompted to connect either your Google Calendar or Outlook Calendar. Select one and follow the prompts:

calendar_connect.png

calendar_connect_2.png

calendar_choose.png

calendar_account.png

calendar_allow.png

2. Upon successful connection, select a user. Betterworks will search your calendar for meetings four weeks out. 

3. If a meeting between you and the select user is found, you can import it. Otherwise, simply create a 1:1 from scratch by entering a start date, an end date and selecting "Repeat" (if applicable): 

create.png

1:1s that are connected to your calendar will have a calendar icon in the top-right corner of the card:

calendar_icon_adhoc.png

The other participant will receive three notifications related to the 1:1:

  • A notification right after the 1:1 is created
  • A notification one hour before the 1:1
  • A notification on the following Sunday, summarizing 1:1s from that week 

Participants can only disable the notification that is sent one hour before the 1:1 by going to: 

My Settings → Notifications → 1:1 Notifications

notifications.png

The other notifications cannot be disabled. 

Using 1:1s

Add Agenda Topics

agenda_topics.png

An agenda topic can be:

  • Added by either participant
  • Moved up/down by either participant in order of priority
  • Comprised of a single URL
  • Marked as complete by either participant (during or after the 1:1)
  • Deleted by the participant who added it

If a 1:1 is part of a series and an agenda topic is not marked as complete within three hours after the 1:1 ends, it will automatically be rolled over to the following 1:1 in the series.

Add Action Items

action_items.png

An action item can be:

  • Added by either participant
  • Moved up/down by either participant in order of priority
  • Comprised of a single URL
  • Marked as complete by either participant (during or after the 1:1)
  • Deleted by either participant

If a 1:1 is part of a series and an action item is not marked as complete within three hours after the 1:1 ends, it will automatically be rolled over to the following 1:1 in the series.

Share Notes

share_notes.png

Shared notes will help you to add more details that do not fit in agenda topics or action items. They will be visible to both participants.

Keep Private Notes

private_notes.png

Private notes are only visible to the participant who added them. You can show/hide private from your own view. This is useful if you need to share your screen during a video call, but want to ensure that the other participant doesn't see your private notes. 

Updating, Archiving & Deleting 1:1s

Update 1:1s

From Calendar

We recommend updating the meeting(s) on your calendar as it will automatically update the connected 1:1 or 1:1 series in Betterworks. You can update the following items:

  • Event name
  • Date
  • Time

Applying these updates to "This and following events" will cause the 1:1 series ID to change, disconnecting it from the 1:1 series in Betterworks. A 1:1 series that has been disconnected from your calendar will have an alert icon in the top-right corner of the card:

disconnected_calendar_icon_series.png

To resolve this, simply open the 1:1 series and click "Link this meeting with my calendar": 

relink.png

From Betterworks

1. Click 1:1 or 1:1 series.

2. Update the 1:1 or 1:1 series name, date, time, agenda topics, action items, or notes.

Archive 1:1s

Only a past 1:1 or 1:1 series can be archived. If a 1:1 series is connected to your calendar, you'll need to end the recurring meeting in your calendar before you can archive the connected 1:1 series. 

archive_1.png

archive_2.png

1. Click the 1:1 or 1:1 series.

2. Click the settings (gear) icon.

3. Select the "Archive" option.

4. Click "Save". 

Unarchive 1:1s

When a 1:1 or 1:1 series is archived it will move to the "Archived" tab in the 1:1s module:

unarchive_1.png

unarchive_2.png

1. Go to the "Archived" tab.

2. Click the 1:1 or 1:1 series. 

3. Click "Unarchive".

Delete 1:1s

Only the owner of a 1:1 or 1:1 series can delete it. Also, a past 1:1 or 1:1 series cannot be deleted, only archived.

From Calendar

We recommend deleting the meeting(s) from your calendar as it will automatically update the connected 1:1 or 1:1 series in Betterworks. 1:1s connected to a calendar meeting will display with a strikethrough line when deleted:

strikethrough.png

From Betterworks

delete_instance.png

1. Click the 1:1 or 1:1 series.

2. Click the ellipsis (...).

3. Select "Delete this instance".

Additional Resource

We have a great course for 1:1s in Betterworks University (our Learning Management System).

FAQs

Can I see 1:1s created in Betterworks on my calendar?

Not at this time. Your calendar can send data to Betterworks, but Betterworks cannot send data to your calendar.

Can I create more than one 1:1 series with the same user?

Not at this time. You can only create one 1:1 series per user.

What happens if a participant declines a meeting from the calendar? 

Meetings declined in a participant's calendar will have no impact on the connected 1:1. The meeting will need to be deleted. 

Do managers have any visibility into the 1:1s of their direct reports?

Not at this time. 1:1s are only visible to the participants.

Is there any reporting for administrators on 1:1s (i.e. which users are having 1:1s, how many 1:1s are occurring over a period of time, etc.)?

Not at this time. Data from 1:1s is not available in reporting.

Does an administrator need to take any action for users to sync with their calendars?

There is no need. Authentication happens directly at the user level.