Using 1:1 Workspaces for Employee Engagement

1:1 Workspaces are collaborative pages shared between managers and each of their direct reports, designed to make employer-manager 1:1s more effective and engaging for participants. Organized by Current and Past 1:1 meetings, participants can create entries (talking points) or tasks to prepare for discussion. These workspaces are only visible to the Supervisor and Employee.

In this article:
Where is the 1:1 Workspace Located?
1:1s with Anyone
Create a new Entry or Task
Edit an existing Entry or Task
Mark an Entry or Task as Complete
1:1 Consistency Tracking
1:1 Workspaces Reporting
FAQs

  Organizations must have the Performance module in order to utilize 1:1 Workspaces. Please contact your ClearCompany Representative to confirm module access or discuss add-on potential.

Where is the 1:1 Workspace Located?

1:1 Workspaces are comprised of a 1:1 Home Widget accessible from ClearCompany's homepage and a dedicated collaborative page, the 1:1 Workspace.

Widget

On your ClearCompany homepage, the 1:1 Home Widget is located near the top-right side of the page titled "Your 1:1 with...". Here, your supervisor and/or all immediate direct reports will be listed alphabetically. This list cannot be further customized.

Workspace

The main 1:1 Workspace stores all current and past entries and tasks between you and the other participant. This page allows you to edit, leave notes, or mark items as complete after discussion.

1. From your ClearCompany homepage, locate the 1:1 Home Widget near the top right-side of the page.

2. Click on the name of an employee/your supervisor to be brought to the corresponding main 1:1 Workspace.

3. You can add collaborators on this screen. Any employee can be added that you wish you share this space with.
4. The 1:1 Workspace has two tabs, Current 1:1 and Past 1:1s. Entries or tasks that are in progress (not marked as complete) will display on the Current 1:1 page in order of last created or updated. Once an item is marked as complete, it will display on the Past 1:1s page, organized by the date of completion.

One-on-Ones

The dashboard also has the option for One-on-Ones. This option serves as a dashboard for the user to see all of the 1:1s they participate in.

If an employee moves managers, you will lose 1:1 notes from that manager that cannot be retrieved.

1:1s with Anyone

Any employee can invite another colleague to a shared 1:1 workspace to track their meetings, follow-ups, and notes. This includes introducing navigation to a list of a user's 1:1s from the Me tab. This list serves as a dashboard for the user to see all of the 1:1s they participate in.

Dashboard

1. Supervisor and Direct Reports: This will display the supervisor and any direct reports that you manage. You can go to 1:1 Workspaces to set up meetings or edit action items.
2. Collaborators: This will display any user that has been added as a collaborator to your 1:1 Workspaces.
3. Add Collaborator: This will allow you to add more users to your space. (Collaborators cannot be deleted as of now when they are added.)

Benefits

1. Employees now have the ability to create 1:1s with anyone at their organization, including individuals who are not their direct reports
2. Easy accessibility to their 1:1s with a new 1:1 page that lists all meeting types.
3. Any employee who wants to easily track discussion topics and action items from their 1:1s.
4. Employees who want to have regular 1:1 check-ins with coworkers who are not necessarily their direct report or manager.

Create a new Entry or Task

New entries or tasks can be created directly from the 1:1 Home Widget or through the 1:1 Workspace. These items will have a default visibility setting of private but can be shared with the participant when applicable. Follow the steps in the menus below to learn how to create new items from within the feature.

From the 1:1 Agenda

Step-by-Step Instructions

1. Navigate to the 1:1 Home Widget.

2. Click the name of the employee or add a collaborator.

   

3. From the 1:1 Workspace,  you can use the text editor to type the description of your note or task.

4. Determine the item's visibility. Toggle On to share the item with the other participant or keep the toggle Off for a private entry/task.

5. To add the item as an Entry, click the  Save as Note button. To add the item as a Task, click the Save as Task and assign the task owner (required) and due date (optional).

   Note	Task

6. After saving the note, a summary of the item will appear below the text editor.

From the 1:1 Dashboard

Step-by-Step Instructions

1. Navigate to the 1:1 Dashboard.
2. Select the Employee you would like to assign a note or task and Click Go to 1:1 Workspace.

3. Use the text editor to type the description of your note or task.

4. Determine the item's visibility. Toggle On to share the item with the other participant or keep the toggle Off for a private entry/task.

5. To add the item as an Entry, click the Save as Note. To add the item as a Task, click the Save as Task and assign the task owner (required) and due date (optional).

   Task	Note

6. After saving the note, a summary of the item will appear below the text editor, along with a confirmation message "You added a shared note to this 1:1 Workspace".

Edit an existing Entry or Task

From the main 1:1 Workspace, existing items can be edited for assignment/visibility, deleted from view, or supplemental notes can be added for additional context.

Modify or Delete an Item

1. Navigate to the 1:1 Workspace for the employee/supervisor and locate the entry or task you wish to edit. 

2. Click the vertical ellipsis   icon to access the edit menu. If this icon is greyed out, you do not have access to edit the item.

3. The edit options available to you will vary based on the owner of the item, current visibility settings, and if the item is a task.

     You can only edit items you have created, and tasks will need to be shared prior to re-assigning them to another participant.

   1. Edit Text - Update the description of the entry or task.
   2. Update Assignment* - *Only visible on shared tasks, this option allows you to change the task assignee or due date.
   3. Stop Sharing, Make it Private - To make a private item shared, select Share with [Participant]. To make a shared item private, select Stop Sharing, Make it Private.
   4. Delete Item - To remove an item from the 1:1 Workspaces entirely, select to Delete the item. You will be prompted to confirm the delete action. 

Add a Note to an Item

1. Navigate to the 1:1 Workspace for the employee/supervisor and locate the entry or task you wish to add a note to.

2. Click the  Notes button.

3. Use the text editor to type your comments relating to the item.

4. When satisfied, click ADD NOTE.

Mark an Entry or Task as Complete

Marking an item as complete will move its display location from the Current 1:1 tab to the Past 1:1s tab of the 1:1 Workspace. This action is not permanent and an item can be moved back to a Current 1:1 if needed. 

Mark as Complete

1. Navigate to the 1:1 Workspace for the employee/supervisor and locate the entry or task you wish to complete. 

2. Select the checkbox on the item to mark it as complete. The item will be immediately moved to the Past 1:1s tab.

To undo a complete action, locate the item within the Past 1:1s tab and unselect the item's checkbox.

1:1 Consistency Tracking

Our 1:1 Workspaces functionality also provides managers with greater visibility with the 1:1 Consistency Tracking feature. This feature allows managers to see when upcoming 1:1s and past meetings were scheduled with each of their direct reports. They will also receive a reminder email that allows them to link to the application to see 1:1 notes and make more notes. 

You will need to have any calendar integration turned on in order to receive the total value of this feature.

Employees

1. When their next 1:1 with their manager is scheduled.
2. When their most recent past 1:1 with their manager was scheduled.

Managers

1. When their next 1:1 with each direct report is scheduled.
2. When their most recent past 1:1 with their manager was scheduled. 

Managers Email

1. Managers will receive a reminder email 1 hour before the meeting.
2. Managers can turn on/off the email notification, they can do this by following the below.
   1. From the dashboard Navigate to My Account.
   2. Navigating to the Preferences Tab.
   3. The setting will be 1:1 Workspaces Email Notification, and that can be disabled.

1:1 Workspaces Reporting

As part of the Workspaces feature, you will have access to a 1:1 Workspaces report that provides valuable insights on employee-supervisor interactions. This report enables you to track which employees have regular meetings with their supervisors and how frequently these meetings occur. The information included in this report is as follows:

1. Count of employees without a 1:1 with their manager in the last 30 days: 
2. A chart of the last 30 days for each supervisor and how many employees they had 1:1s with and how many they did not have 1:1s with.
3. A chart that details the frequency managers are having 1:1s with individuals. 
4. A chart of the upcoming 30 days for each supervisor and if they have scheduled 1:1s with their employees. 

To learn more about the 1:1 Workspaces Report and explore its functionalities in detail, we recommend checking out the corresponding learning center course.

FAQs

Why can't I find the 1:1 Workspace or Home Widget?

Your organization must have the ClearCompany Performance module in order to utilize 1:1 Workspaces. Please contact your ClearCompany Representative to confirm module access or inquire about pricing for a module add-on.

Why is a direct report of mine is missing from my 1:1 Home Widget list?

Contact the User Admin at your organization to conduct a user hierarchy audit to ensure the proper reporting structure of your direct reports.

Can these entries be pulled into a Performance Review?

At this time, the entries will only be visible in the 1:1 Workspace and cannot be pulled into a performance review.

Where do I find my 1:1 Tasks? Will they appear in my Tasks list (Me>Tasks)?

1:1 Tasks that are assigned or shared with you will be visible within the 1:1 Workspace. They are not listed in the user's main Tasks list (Me > Tasks) at this time.

Can a 1:1 Task created by the manager be edited by the employee?

Task descriptions will need to be modified by the task creator, in this case, the manager. The employee can however leave a Note on the task to supply additional information.