Managers, Never Hold Official 1-on-1 Focus Meetings in Your Office

Introduction

When it comes to one-on-one meetings, location matters. Managers who hold these meetings in their offices may unintentionally reinforce hierarchical barriers, creating an environment where employees feel on unequal footing. Meeting in a neutral setting fosters more open dialogue, increases trust, and promotes a more inclusive work culture.

A traditional office setting holds a strong association with authority. A manager’s office is typically seen as their domain, where they have control over the environment and conversation. Employees entering this space may feel less comfortable speaking freely due to implied power dynamics. This discomfort can lead to hesitation in sharing honest opinions, feedback, or even concerns, as employees may feel they are being evaluated or more critically judged than in a neutral space.

Strong Research Exists

Dr. Amy Edmondson, a Harvard Business School professor known for her work on psychological safety, emphasizes the importance of creating an environment where employees feel safe to express themselves without fear of negative consequences. “A manager’s office, as the location of authority, can sometimes inhibit open dialogue. Meeting in a neutral space signals a willingness to listen and understand. This is crucial in establishing a culture of openness and trust, where employees feel empowered to communicate without fear.”

The idea that non-traditional, neutral meeting spaces can be more conducive to open dialogue. According to a study published in the Journal of Managerial Psychology, meetings held outside the manager’s office lead to higher levels of perceived psychological safety among employees (Smith & Cooper, 2022). This study suggests that employees are more likely to feel they are on a level playing field in a shared, neutral environment. This neutrality helps eliminate the implicit message of hierarchy and control that may accompany a manager’s office.

Changing the Game

Holding 1-on-1s outside the office aligns with modern leadership practices emphasizing inclusivity and collaboration. In her book, Radical Candor, Kim Scott advocates for creating an environment where both managers and employees feel comfortable being “direct and empathetic.” Scott explains, “When you step out of your office and meet on neutral ground, you’re symbolically showing your team members that their ideas and concerns are just as important as yours” (Scott, 2019). This approach not only promotes openness but also demonstrates respect for employees’ voices, enhancing their sense of belonging and engagement.

Moreover, the physical setup of a manager’s office can unintentionally reinforce hierarchical cues. A desk that separates the manager from the employee creates a physical and symbolic barrier, emphasizing the difference in authority. By meeting in a neutral space, such as a conference room or even a café, managers can create a more approachable and egalitarian environment. Studies published in the Academy of Management Journal show that removing such physical barriers can lead to improved communication and stronger relationships between managers and employees (Jones & Green, 2020).

Talking the Walk and Walking the Talk

Over 10 years ago, we were hired to design a leadership program for a large software company in Silicon Valley. Employees and managers consistently complained about two things, 1) not having productive meetings in their boss’s office and, 2) spending too much time in their cubicles. With the senior managers’ approval, we implemented a 30-day initiative to conduct all 1-on-1 meetings walking outside (weather permitting). The practice was a hit, and 18-months later while I was visiting the site, there were still managers outside with their employees Talking the Walk.

Conducting 1-on-1 meetings while walking offers a fresh, informal setting that can encourage open dialogue and stimulate creative thinking. Walking side-by-side eliminates hierarchical cues, fostering a sense of equality between managers and employees. According to Dr. Marily Oppezzo, “walking meetings can spark creative ideas and help individuals feel more relaxed and engaged” (Oppezzo, 2014). Movement also boosts mental clarity and reduces stress, creating a conducive environment for meaningful conversations.

Conclusion

Managers holding 1-on-1 meetings in their office may unintentionally create an environment that reinforces hierarchy and limits open communication. By choosing neutral meeting spaces, managers can help establish a level playing field that fosters openness, psychological safety, and mutual respect. This practice not only aligns with modern leadership principles but also encourages employees to contribute more freely and authentically. And if you want to supercharge this practice, Talk the Walk.

References

Edmondson, A. (2019). The Fearless Organization: Creating Psychological Safety in the Workplace for Learning, Innovation, and Growth. Wiley.

Jones, L., & Green, M. (2020). “The Impact of Meeting Location on Employee Psychological Safety.” Academy of Management Journal, 63(2), 343–367.

Oppezzo, M., & Schwartz, D. L. (2014). “Give Your Ideas Some Legs: The Positive Effect of Walking on Creative Thinking.” Journal of Experimental Psychology: Learning, Memory, and Cognition, 40(4), 1142–1152.

Scott, K. (2019). Radical Candor: Be a Kick-Ass Boss Without Losing Your Humanity. St. Martin’s Press.

Smith, J., & Cooper, D. (2022). “Neutral Spaces: Reducing Hierarchical Barriers in 1-on-1 Meetings.” Journal of Managerial Psychology, 37(4), 285–298.

About the Author

Dr. Kevin Gazzara — is a senior partner and founder of Magna Leadership Solutions, based in Phoenix, Arizona. Kevin is an international speaker and recognized as a Management & Leadership Expert and an Executive Coach. He is the coauthor of “The Leader of OZ” www.leaderofoz.com. Kevin has been a professor at 6 Universities, developing and teaching programs to help others achieve their full potential. You can follow Kevin and Magna Leadership Solutions on:

· Our leadership websites: https://magnaleadership.com/

· Our coaching websites: https://www.coachsultants.com and https://pqtrainingandcoaching.com

· LinkedIn: https://www.linkedin.com/company/magna-leadership-solutions/

· Twitter (X): https://twitter.com/doctorkevin

· Our Facebook Fan Page: https://www.facebook.com/MagnaLeadership

· YouTube: https://www.youtube.com/user/Magnaleaderhip

I would be excited to speak with you about your current accountability challenges. Please click here to connect with me at: https://magnaleader.co/BookMe

Thank you,
Dr. Kevin Gazzara
Senior Partner and Certified Positive Intelligence & ICF Coach
Magna Leadership Solutions LLC
Kevin@MagnaLeadership.com or Kevin@CoachSultants.com