Methew Harbor

One-on-one meetings are essential in any company as they help build better relationships between managers and employees. They are quite common in affiliate leadership styles where the leader encourages harmony within the company. 1:1 (one on one) meetings allow the employees to talk heartily to their boss. It also enables the leaders to take and insight into their team’s performance. Let’s tell you all about the purpose of one on one meetings and how they are important in a successful organizational structure.

What are 1:1 Meetings?

A one-on-one meeting refers to a discussion between two people in a closed setting. Managers arrange these meetings with their team members to evaluate employee experience and progress. They may also take place between peers and inter-departmentally. Sometimes the upper hierarchy also conducts such meetings to understand working dynamics within a department. 1:1 meetings provide a private space for the teammates to convey their issues to the leaders.

One-on-one meetings help instill harmony in the workplace and build trust. They may unblock your teammates facing problems in the department. Such meetings are excellent to convey your expectations to the employees and discuss their shortcomings. Addressing their lacking in person elevates their respect for you. The managers may also guide them per need without embarrassing them in front of others.

Purpose of One-on-One Meetings

Some organizations with an authoritative mindset may think that one on one meetings are a waste of time. However, they contribute widely to the success of the company. Adding one on one meetings to your calendar enables human-to-human relationships with your direct reports. Here’s why organizations carry on one on one discussions in the company.

Builds Trust

Work-related relationships take time and effort to build. These one on one meetings enables instilling trust among employees and the management. Your teammates are open to discussing situations within the company when they rely on you. 1:1 meetings enable you to communicate with them privately to assure that their suggestions and problems matter.

Safe Space

No employees like being insulted in front of other team members. They are perfect for direct interaction between the management and employees without anyone’s interference. 1:1 meetings provide a safe space where you can inform your employees of improvements in their conduct. It also allows them to convey any issues to other members of the management. Sometimes the topic of discussion might not be suitable for a public sitting. Many times employees wait eagerly for these meetings to talk to their leaders directly.

Discuss Objectives and Results

Personal meetings with the team are perfect for revising the goals and OKRs (objectives and key results). You can assess the performance of your employees and ask if they are stuck anywhere. Failing to follow up might push back essential tasks that may be left undone. It is important to talk about previous objectives and their key results to discuss future strategies for improved functioning.

Unblock Teammates

Often some members of the team face problems at work but fail to communicate with coworkers or their bosses. One-on-one meetings can act as an unblocking mechanism when your employees cannot find a suitable solution. They may be looking for guidance but do not feel comfortable asking in front of others. A personal meeting with your teammate can inspire, re-energize and unblock them. They might also benefit from your knowledge or resources they do not have. It might just require you to call the IT department to make your employee’s work easier. They will appreciate what you did for them, and you will get the work done earlier. Win-win!

Two-way Meeting

Unlike management briefings, one on one interactions is two-way. They let you understand what the employees think about the organization and their bosses. And also enable you to discuss your concerns with them. Flexible leadership styles like Laissez-Faire leadership encourage the exchange of feedback to and from teammates.

Motivation

If you observe a fall in your team’s morale, it could be due to an unaddressed personal or professional issue. Giving them a safe space to express themselves provides them an opportunity to do better. They feel valued and motivated to give their best.

Insight into Team Dynamic

Talking to the employees individually tells you about their relationships. Understanding the team dynamics is one of the vital purposes of one on one meetings. People might not open up about how they feel about their teammates in team meetings. One-on-one meetings provide a suitable environment to discuss team dynamics. The employees comfortably share if any of their colleagues do not behave adequately. It can help the organization arrange training sessions to improve harmony in the company.

Professional Development

Most importantly, one on one meetings provides an excellent opportunity for professional growth. The team can improve their strategies and performance by discussing the problem areas with the leaders. Harmony in the workplace makes processes faster and more efficient. The guidance from seniors can be of immense help in their professional growth.

How to Prepare for 1:1 Meetings?

When you plan on conducting 1:1 meetings with your team, it is important to be fully prepared for it. The team must not be afraid to come and talk to you. Let’s tell you how you can prepare for 1:1 meetings.

• Welcome your team to talk about anything that bothers them.
• Offer them constructive criticism instead of telling them how they are failing at work. 
• Coach and mentor them through flexible conversation. 
• Do not make strict agendas for the meeting. Collaborate with the employee and talk about mutual agendas.
• Show commitment to one on one meetings and schedule them often.

The Bottom Line

A one-on-one meeting is an essential factor in improving and maintaining organizational functions. An important purpose of one on one meetings is that they enable the employees to gain trust in their managers. These meetings provide a safe space for the team to talk about personal or professional problems through two-way feedback. One-on-one sessions are critical to check the objectives and key results. 1:1 meetings also help employees with their personal and professional growth. Failing to communicate with the team can result in long–term problems.

You might be tired of the extra workload, negative changes at your workplace, or little appreciation from the managers. But, do you know this could be positive too? These are some of the signs your boss is testing you.

Sometimes managers look for hardworking and talented individuals from the department for a designation raise. Yet, there could be more than one employee in his mind for the position. They might test the waters to find if you are suitable for the job. Let’s tell you all the possible signs if your boss is testing you.

Increased Workload

Nobody likes the increased workload at the office. Most people would tell their managers that the work is beyond their scope or time. However, it might not be the best approach. If your manager is looking forward to pitching you the job, this attitude might change their decision.

As a project manager or leader, you often have to take care of extra work. Your boss might increase your workload to see how you can manage in such situations. They might also assign you longer work weeks than usual. Prolonged workload increment may be due to increased competition or mismanagement of another employee as well.

New Projects

Your boss might also give you new projects unrelated to your expertise. You may wonder if they are trying to see you fail. But they may be testing you to see if you can manage per need. It may also involve short deadlines to see how you can deliver work before the deadline. It can be tiresome to manage complicated tasks in less time. But, it will show that you are dedicated and responsible. You will also learn new skills through this exercise.

No Check-ins

Has your manager been ignoring you for a while? They might either be disappointed in you or want to see how soon you notice their behavior. Being a leader requires you to function on your own and communicate with the hierarchy yourself. Your boss might ignore you for a few days to see if you connect to them to sort out the issue.

Reduced Involvement

Another sign your boss is testing you is giving you less importance. Let’s say your boss always involves you in projects and takes your opinion. If you observe a change in this, they might be waiting for you to take the lead. As an enthusiastic employee, they expect you to step forward and prove your worth. It shows your concern about how your boss thinks of you.

Little or No Appreciation

You will notice certain changes in the work environment when the bosses involve the management. They want to see if you take the lack of appreciation negatively or positively. Many times employees think of leaving the workplace when they are not appreciated. Your managers would like to see how you fight the situation and work to gain praise.

Fewer Responsibilities

While the managers might increase your workload, they may take important responsibilities off your shoulder. You might wonder if they are trying to snatch your job or demote you. Instead, they want to judge your flexibility. They want you to be a team player and not feel upset about your job role.

Change in Co-worker’s Behavior

Sometimes, co-workers get to know that you are being considered for a position. They might not be happy about your promotion and exhibit unfriendly behavior. The bosses may or may not show concern about the behavior. They may use this to their benefit to evaluate your ability to deal with situations. They expect you to manage such situations on your own to instill harmony in the workplace.

Certain Restrictions

Your boss might ask you not to discuss a particular employee in the workplace. It could be a sign of favoritism and how you handle it. Favoritism can lead to disrupting harmony in the company. You must not comply with this behavior in the organization and call out where needed. Instead of gossiping with your co-workers, talking to the manager directly is better.

Bad Performance Review

Leaders must always have the ability to face criticism and make changes in their working processes. Bad performance reviews can be a disappointment at work. However, your managers expect you to take the reviews positively and improve your performance.

The Bottom Line

Increased workload and decreased importance at the workplace can be frustrating. But, it might be one of the signs your boss is testing you. It can be among the factors to make your way towards a better place in the company. Managers expect their top performers to handle uncertain situations per need. They might engage you less in meetings or reduce communication to see how to perceive their behavior. You must not get annoyed and express your distress. Work on the problems and prove how good you are at your job.

FAQs

How can you tell if your boss wants you to quit?

Sometimes going on with your boss can be quite difficult in your workplace. It could be due to many reasons. Signs that show that your boss wants you to quit include that he does not give you new assignments or exclude you from meetings. The boss might want to replace you with someone else or fear that you might take their position later.

How do you know if your boss trusts you?

You can tell if your boss trusts you when they rely on you and give you specialized tasks. They might also share workplace issues with you to find a better solution. You feel respected around them, and they recognize your efforts. Managers may also talk to other employees about your conduct when they trust your abilities.

How do you know if your boss is trying to replace you?

It can be unpleasant to see your boss trying to replace you or favoring others. They may start ignoring your suggestions and prefer other employees over you. Managers sometimes act like you do not exist while they communicate in meetings.

The piece-rate wage system is widely applied in areas with cheap labor. It is not the best system of paying your workers as it pressures them to do more than their capacity to earn better. However, it may also help improve productivity because it forces lazy employees to work properly to get paid. Piece-rate wage system advantages and disadvantages exist simultaneously. Read further to see if it suits your organization.

What is the Piece-Rate Wage System?

Piece-rate wage system refers to paying the workers per piece of product they produce. It may also refer to paying the workers per the duty performed. It is different from hourly wages and does not necessarily depend on how much time you work. Instead, it considers your performance and output to calculate your payout. However, most companies ensure that the worker’s pay is per the minimum wage. They keep a record of the working hours as well. It ensures minimum wage if the employee is not able to achieve assigned goals.

Types of Piece-Rate Wage System

The piece-rate wage system is of two basic types:

Straight Piece Rate System

The straight piece rate system means that the workers are paid for the number of pieces they produce regardless of the time taken.

Differential Piece Rate System

On the other hand, the differential piece rate system is reward-based. In such a system, workers who perform the tasks within the given time get paid better than those who reach their goals past the deadline.

Considerations of Piece-Rate Wage System

The piece-way system has its own conditions and considerations. It is not adapted widely, instead opted for in situations when the tasks are repetitive, and the output quantity has to be high. The organization must make sure to comply with minimum wage and overtime laws. There are a few factors you must consider when going for the piece-rate wage system in your company.

Payment After Task

Opposed to hourly or monthly payments, piece-rate pay depends on paying after the assigned tasks only. It enables the workers to make more money by completing more tasks in a specific period. It is a good choice for those who want to increase their by working more. Yet, the workers must know that they will be paid only after completing the task. Also, the employees might not be paid for an incomplete task in the given time despite 50% completion.

Worker-dependent Output

Another factor to consider when thinking of this wage system is that your production is somehow dependent on the workers’ performance. You might assign a task to a set of workers expecting it to be done by the end of the day. But, let’s say three of the workers are slow compared to the others. They might not be able to complete the task in time leading to delayed output.

Independent of the Time Spent

The piece-rate pay system does not directly rely on the time taken to perform a task. The company does not pay the workers depending on their time on the workstation. It may be considered an advantage for the company and a disadvantage for the workers.

Applications of Piece-Rate Wage System

The piece-rate wage system is utilized when:

• The tasks are repetitive
• You need to get the work done sooner
• Not many supervisors are available
• The quality of goods needs to be assessed
• The company has appropriate workstations and machinery
• A fair rate is fixed for the workers

Advantages of Piece-Wage System

While the piece-wage system has its con of dependency on the worker’s capacity, it is manageable. The piece-rate wage system comes with numerous pros like easy calculation of wages, improved production, less wastage of time, etc. Let’s tell you about the advantages of the piece-wage system in detail.

High Production

The piece-rate system enhances the employee’s productivity. They work hard to do as many pieces per day to get the best amount in the end. They understand that their performance directly affects their total income and they work more efficiently to get paid more.

Reduced Production Costs

When a set of employees work hard to achieve their targets, you will not need to hire and train more people. Skilled, experienced people reduce production costs. They understand the process and are less likely to make mistakes. They also work vigilantly to give their best output and earn more money.

Less Idle Employees

Let’s say I tell you that each minute of your work at your office will contribute to your salary. Would you waste time sitting idle or gossiping with colleagues? Most likely not.

Piece-rate pay workers typically work without long breaks, so they do not fall short of money at the end of the month. This structure motivates the employees to utilize every moment of their work. It gives you a more productive environment.

Easy Quantification

When the workers are working per piece at a particular belt, it is easy to quantify production. The management understands the labor cost per product and uses it to make quotations. It also helps the employees to estimate their working capability.

Easy Wage Calculation

It is quite easy to calculate the overall wage when you are paying your workers per piece according to a pre-decided rate. It eradicates the need for calculating the hours worked or leaves taken. The management calculates the wage by multiplying the number of units produced by the pay rate per unit.

Less Supervision

The production efficiency also leads to a lesser need for supervisors when the employees have self-decided goals to meet. They work the same way without supervision as more units mean better wages.

Easy Planning

When you understand the capacity of your workers, it also makes it easy to calculate and plan the tasks accordingly. You can measure the capability of the employees and assign minimum targets accordingly. The management can also see if they need to employ more people in the department to achieve daily goals.

Disadvantages of Piece-Rate Wage System

Besides some advantages, the piece-rate wage system also has some not-so-favorable features. Here are the piece-rate wage system disadvantages.

Less Workforce Interest

One of the disadvantages of the piece-rate wage system is that many people do not prefer being paid by the piece. If a worker is not feeling well, they might not be able to produce many items. The output affects their income eventually. However, if they work in a monthly-payment setup, they can avail of sick days and join when they feel good.

Low Quality

The race to do more in less time deteriorates the quality many times. While the raw material and processes are validated throughout, your workers might not give their best towards every piece. If they ignore the quality of the products altogether, it can damage the brand’s reputation. Continuously degrading quality may also incur a financial loss to the company.

Job Pressure

The employees working in a piece-rate wage system are usually in bad financial condition and working hard to improve their circumstances. Such jobs give them money according to the performed tasks. They do not care about their health or job satisfaction initially. However, they lose interest in the job and feel tired. This leads to discontentment and deteriorating health. They also constantly live in fear of losing revenue if they are not able to perform well any day.

Dependency on Workers

The organization is dependent on workers and divides tasks accordingly. Yet, if one of the workers is injured or sick, it impacts the whole process. The absence of even one worker can disrupt your batch production.

FAQs

How to Calculate Wage in the Piece-Rate Pay System?

The company usually decides a specific rate per piece for each item and multiplies it by the number of pieces produced by each worker. The worker and the management both keep a record of the daily output.

How does the Piece-Rate Method Impact Performance?

Piece-rate method works on the reward system. It increases productivity and requires less supervision. The employees work hard to get the rewards for their performance.

What are the Limitations of the Piece-Rate Wage?

The piece-rate wage system does not promise high wages to the workers. The organization may also face difficulties in fixing a fair rate. This system does not give a guarantee of a fixed income. The payout of a worker may be high in one month and low in the next, depending on his performance.

Every company has some organizational structures according to its needs. Some follow an autocratic leadership style for its benefits, while others prefer affiliate leaders or an organic organization style. A few organizations also opt for a matrix system to have a dual check on the processes. The project managers and functional managers work together and manage the teams. Besides functional and matrix systems, you may also choose from line organization, divisional organization, organic organizational structure, etc.

Here are all the types of project organization structures in a company.

What is a Project Management Organizational Structure?

Project management organizational structures refer to the leadership or organizational structures applied in a company. Each organizational structure gives authority and responsibilities to the employees and managers in a specific way. Businesses choose a project management organizational structure depending on their requirements. You may find four kinds of organizational structures or 8 types.

We have explained all eight types of organizational structures in an organization.

Types of Project Organization Structure

Functional Structure

The functional structure is the most common type of organizational structure. It includes different groups of people in the company based on their expertise and specialization. The functional structure reflects a centralized organizational approach. Such systems have a manager that oversees all the functions. The managers usually have authority over the tasks of the lower hierarchy. Common functional departments in such organizations may include human resources, sales, quality assurance, etc.

Divisional Structure

A divisional project organization structure is similar to a functional structure. However, it applies to more than one unit of the company. Each division is a separate functional unit that performs its task under its manager’s supervision. They might report to the same top-level hierarchy. One such example is setting up plants for a company in different countries. When multinational companies set up their plants in various countries, many departments multiply. For example, production units may exist in New York, Egypt, Spain, Nepal, etc., at the same time. While the head office could be in New York, the workers report to the head of the respective plant per hierarchy.

Line Structure

The line structure of the organization is well suited for companies with fewer employees. It is a suitable structure for businesses that emphasize crystal clear communication. It simplifies the hierarchy in the form of a line for easy delegation of tasks. Straightforward delegation of tasks enables quick performance and results. It also allows the employees to get in touch with their boss quickly for any confusion instead of waiting for approval from the top.

This kind of structure is often successful with very few problems. Let’s say a department has a manager as the head. An assistant manager works under the manager. The assistant manager manages the executives who oversee the performance of new officers. The officers can ask the assistant manager about any problem directly instead of waiting for the manager to give him time. It also takes less time for modifications due to simplified communication.

Line and Staff Organizational Structure

Unlike line organization, line and staff organizational structures are preferred in larger companies. It is a blend of the functional and line hierarchy systems. When both of them combine, the managers of the line system manage the employees under them. Each specialized functional group has its own manager. The managers of each group (HR, production, quality assurance, etc.) then report to their managers.

For example, the marketing department in a pharmaceutical organization has further sub-divisions like gynae, ortho, hepatic, etc. Each sub-team has a manager known as the segment head. All these segment heads eventually report to the marketing manager of their company.

Project Structure

The project structure is one of the most commonly used types of project organization structure. It is applied when the company wants to allow a project to a specific set of individuals. The management picks these employees from different departments and creates a team for the project. The project manager manages each team member to achieve the goal in time. The team members may or may not have the same role in the functional system. Project teams usually constitute people from various domains like marketing, software development, quality assurance, data management, etc. The project structure is less complicated compared to other complex systems like the matrix system.

Organic Structure

An organic structure is a decentralized organization system where the employees do not strictly follow a manager’s orders. The employees in such a system work together to achieve goals without pressure from the higher hierarchy. It is similar to the laissez-faire leadership system that allows innovation and flexibility. Project managers in such situations do not possess an authoritative power. Instead, they only provide a structure to work on.

Virtual Structure

Considering that technology has become an inevitable part of business, many companies are moving towards the virtual structure. The virtual organizational structure may be applied to the organization or some specific departments. It has a proper management system with defined roles. However, it does not restrict the employees from being physically present at the physical location.

One example is the work-from-home model during Covid-19. Many offices have not moved back to working from the office. Instead, they are making working from home more convenient. Another example includes selling your product to an international party without stepping out of your office. Many times you just log into Google Meet and market your product online. Virtual organizational structure has become a popular organization system today.

Matrix Structure

The matrix structure is a combination of functional and project organization systems. In such a type of project organization structure, the employees report to two managers at once. It is beneficial in a way that the project manager and supervision or functional manager are aware of the progress without communication barriers. It has cons as it can also sometimes be time-taking and confusing to make changes according to the feedback of both managers. An organization may have a weak, strong, or balanced matrix organization system depending on the authority of each manager.

Weak Matrix System

A weak matrix system does not give much authority to the project manager. Instead, the functional manager acts as the fundamental decision-maker in the company. The project manager does not report to the functional manager. The team members wait for the functional manager’s approval.

Strong Matrix System

A strong matrix organizational system is more inclined towards a project structure. It gives more authority to the project manager. He delegates tasks and provides feedback about the progress. The cross-functional staff works with dedication according to the instructions of the project manager.

Balanced Matrix System

As the name suggests, the balanced matrix system gives a balanced authority to both leaders. The functional manager takes the managerial role, and the project manager ensures the smooth functioning of processes.

The Bottom Line

Every organization follows a specific project organization structure per need. You may opt for a simple project structure or a functional structure. Or think of the benefits and choose a matrix system that combines the authority of both managers. Other types of project organization structure include divisional structure, line structure, line and staff structure, organic structure, and virtual organization structure. The virtual system is gaining popularity as it enables managing the functions without the physical presence of the employees.

Among various organization structures, the matrix structure provides an expanded organizational approach. It is different from traditional leadership, where you only report to top management. It enables a flow of accurate information horizontally and vertically. Employees in a matrix structure organization report to the functional manager and project manager/leader.

It connects the managers directly to the employees of each department. However, the matrix structure prolongs decision-making, and the managerial roles are not clear. Sometimes, there could be disagreements between managers leading to a disturbed environment.

Let’s tell you all the disadvantages of the matrix structure.

Lack of Role Clarity

Having a complex organizational structure can lead to leadership confusion within the company. The team members may not be clear about the power of each leader in decision-making. New members of a project or team may not understand the nature of reporting to each manager. The power dynamics depend on the type of matrix structure in the company. Yet, the managers still might not be satisfied and want the other’s final take.

The lack of role clarity is also present among the team members. Employees from different departments working together as a team may not be sure of their role in the project. They might perform the same duties as their departmental roles. Though, the project roles are often varied compared to the departmental role. It is important to inform the workers about their contribution to the project.

Conflict Between Managers

Each hierarchy in an organization works according to its priorities and goals. As the project and functional managers have different long-term goals, they work accordingly. Let’s say the production department manager is concerned about the overall weekly production. On the other hand, the project manager might focus more on particular products essential for the project.

This difference in goals and opinions can lead to disagreement, confusing the employees. The employees may also feel free to do whatever they want in such situations. The situation of conflict between managers can be highly harmful to the company. The lack of role clarity also sometimes makes it difficult to consider the final decision.

Slow Decision Making

Slowed-down decision-making is quite a prominent disadvantage of a matrix structure. The process is automatically slowed when you have to wait for the final call from both managers. One of the good aspects of this organization is that the team members from each department are in direct contact with the managers. Yet it is also a major con. When the managers get updates about each step, they want to change their way. This tug-of-war between them delays the process and is accompanied by multiple changes.

Overload

As mentioned above, reporting to two managers means working according to two instructions. One of the managers might be satisfied with the task, while the other might require changes. It can lead to overload caused by double roles and frequent modifications.

Employees May Act as Managers

This might sound unrealistic, but it is quite common in companies where everyone does not report to one manager. The division of power and conflicts among managers might empower the employees to take over job roles. Some employees might start acting as managers or other team members. They dictate tasks and distribute roles regarding the project. It may also be a plan by some of the employees to take over the job duty.

Unsuitable for the Long Term

The matrix structure is a flexible organizational structure. It is a good choice in ensuring the performance of the employees and efficient working. The matrix structure is suitable for short-term projects. But, it is not a preferable option for short-term projects.

Costly

The matrix system is a costly organizational structure for the company. It requires two competent and more experienced managers to oversee the process adequately. This structure requires more resources to ensure smooth working. Matrix structure requires you to hire more employees if needed for the projects. The company might also have to keep some employees who are not needed at the moment. They could be of use in other projects. Thus, adding to the overall cost.

Chance of Failure

If your employees are not used to working in a complex hierarchy, the matrix system might not be the best choice. It can fail despite spending more resources if not managed properly. The confusion between the employees regarding job roles can lead to some of them acting as managers. The functional and project managers may feel left out and not find the structure satisfactory. It can also lead to the loss of clients when the managers and employees within the team disagree.

The Bottom Line

The matrix system is a modern organizational structure. It comes with a few advantages. However, the disadvantages of the matrix system cannot be ignored either. Sometimes it does not clarify roles within the team, leading to discontentment. The employees might try to walk over each other to show their better performance. Disagreements between managers can also cause issues within the team. Moreover, this system is costly, unsuitable for the long term, and might not be a success in every organization.