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Kristin's 1-on-1 Communication Guidance

Context

After receiving the high-level transition plan from Quan, Kristin will hold 1-on-1 conversations with Paula and Carmee to discuss the upcoming team restructure.

Key principles:

1-on-1 with Paula

Goals

  1. Discuss maternity leave timeline and policy
  2. Clarify design handoff to Carmee
  3. Explore return-to-work options (part-time social media?)
  4. Ensure she feels supported and valued

Conversation Flow

Opening (5 min)

"Hey Paula — thanks for making time. I wanted to talk through the upcoming transition with your maternity leave and make sure you feel supported through it. How are you feeling about everything right now?"

Listen first. Let her share concerns, excitement, uncertainty.

Maternity Leave Policy (10 min)

"We've drafted a maternity leave policy that we hope works for you. Here's what we're offering:"

Key points to cover:

Ask:

"Does this feel supportive? Is there anything we should adjust to make this work better for you?"

Design Handoff (10 min)

"While you're on leave, Carmee will be taking over design responsibilities. We want to make sure your work is in good hands and that the transition is smooth."

Key points:

Ask:

"What would make you feel confident about this handoff? What does Carmee need to know from you?"

Return-to-Work Options (10 min)

"We know you might want flexibility when you return. We're open to part-time, async work — especially for social media, which you've been great at."

Options to discuss:

Ask:

"What sounds most appealing to you? We don't need to decide today, but I want you to know the options."

Closing (5 min)

"We really value what you bring to the team, and we want this transition to work for you. Let's stay in close touch as things get closer."

Action items:

Emotional tone:

1-on-1 with Carmee

Goals

  1. Explain the new design responsibilities
  2. Address concerns about workload and capacity
  3. Introduce support structure (Jedi Council, daily onboarding, pathway automation)
  4. Frame as opportunity for growth

Conversation Flow

Opening (5 min)

"Hey Carmee — I wanted to talk through an exciting opportunity that's coming up. With Paula's maternity leave, we're thinking about your role evolving to include design work. How does that sound to you?"

Listen for:

The Opportunity (10 min)

"We've seen your work on pathways, sales support, and customer communication — you're really strong at understanding what people need and translating it into action. We think those skills translate well to design."

Key points:

Frame positively:

"This is a chance to grow your skills and take on more creative work. We wouldn't ask if we didn't think you could do this."

Ask:

"What excites you about this? What worries you?"

Addressing Workload Concerns (15 min)

"I know you're already handling a lot with pathway coordination. Here's the plan to make sure you're not overloaded:"

Key mitigation:

  1. Pathway automation (Minnie will automate classification, eligibility, quotes)
    • Expected time savings: 10-18 hrs/week
    • This frees you up for design work
  2. Structured onboarding (daily 30-60 min tasks, not overwhelming)
  3. Gradual ramp (small projects first, then bigger ones)
  4. Support system (Jedi Council, Charlie for design feedback, Paula for handoff)

Ask:

"Does this feel manageable? What would make you feel more confident about taking this on?"

Support Structure (10 min)

"You won't be doing this alone. Here's the support system:"

Jedi Council meetings:

Daily onboarding plan:

Pathway automation:

Ask:

"Does this support structure feel solid? What else would help?"

Setting Expectations (5 min)

"We don't expect perfection on day one. This is a learning process, and we'll adjust as we go."

Key points:

Ask:

"What would success look like for you in the first 30 days?"

Closing (5 min)

"I'm excited for you, and I think this is going to be great. Let's start with the daily onboarding plan and check in twice a week. Sound good?"

Action items:

Emotional tone:

After Both 1-on-1s

Kristin's Follow-Up Actions

  1. Share feedback with Quan:

    • How did Paula react? Any concerns?
    • How did Carmee react? Confidence level?
    • Any adjustments needed to the plans?

  2. Schedule handoff sessions:

    • Paula → Carmee design training (before maternity leave)
    • Calendar these now (don't wait)

  3. Coordinate with Jedi Council:

    • Share Carmee's concerns/questions
    • Prep for first Tue/Thu meeting
    • Ensure everyone knows their role in supporting her

  4. Check in regularly:

    • Paula: Every 2 weeks as leave approaches
    • Carmee: Weekly (in addition to Tue/Thu Council meetings)

Red Flags to Watch For

Paula:

Carmee:

If red flags appear: Loop in Quan immediately, adjust plans before problems escalate.

Key Messaging to Emphasize

For Paula:

For Carmee:

For Both:

Timeline Summary

This Week:

Next 2 Weeks:

Week 3-4:

Month 2+:

Questions Kristin Should Be Ready to Answer

From Paula:

  1. "How long is my maternity leave?" → [X weeks, paid, with flexibility]
  2. "Will I have a job when I come back?" → Yes, guaranteed
  3. "What if I want to work part-time?" → That's an option we can explore
  4. "Who will do my work while I'm gone?" → Carmee, with training and support

From Carmee:

  1. "Do I have to do this?" → It's a growth opportunity, but we'll adjust if needed
  2. "What if I'm not good at design?" → You'll have training, feedback, and support
  3. "Will my pathway work decrease?" → Yes, automation will free 10-18 hrs/week
  4. "What if I'm overwhelmed?" → Speak up early, we'll adjust the plan

Success Criteria

1-on-1s were successful if:

1-on-1s need follow-up if:

Kristin's Mindset Going In

You're not delivering bad news. You're facilitating a transition that benefits everyone:

Your role: Be the bridge. Listen, clarify, support, adjust as needed.

Remember: This is the first conversation, not the only one. You'll check in regularly, and plans can adjust based on feedback.

You've got this. 💪