Once a week sounds about right, keep it short and sweet. 30 mins should be enough on a regular day (sometimes if there are any issues raised that be extended).
I use 1:1's as check-ins. Coaching methodologies make 1:1s effective
1. Celebrate Accomplishments. What did they do last week that they are proud of? Recognize and celebrate their accomplishments no matter how big or small.
2. Appreciate Contributions. I identify what great thing happened last week that they contributed to. Sometimes, it's as simple as "I know you weren't feeling well last week but I really appreciate you going above and beyond."
3. Set Goals. What do they want to accomplish for the week? I ask them to prioritize the list. If I have something I need them to do and they didn't identify it or its low priority for them I ask: why isn't _______ on the list? Why is ______ #__ in priority? This usually leads into the next conversation.
If there is something more important to be accomplished, rather than saying, no you're focusing on the wrong things. Help them manage the other tasks.
4. Identify Resources and Roadblocks. What is needed to get things done? Are there any challenges to get other things done?
I find the 7 D approach to be most useful
- Do It - it takes a small amount of time, just get it done
- Delegate - someone else can do that
- Dump it - it doesn't need to be done, it's not importnant
- Divide it - break it down into smaller pieces
- Due Date It - it doesn't need to be done now, make a timeline (beyond the 1 week). (I also call this - Delay it)
- Discuss it - We're not on the action stage. We need to think things through.
- Deal With It - unfortunately, it really needs to be done.
As time goes by, the team will begin to understand how you work and incorporate that into their own.