One-on-one meetings can be a struggle, especially if you don’t have experience doing it. One-on-one meeting is a perfect way of building a strong manager-employee relationship, and according to SHRM research, employees who have regular one-on-one with their managers are 3 times more likely to be engaged on the job.
A clear one-on-one meeting agenda helps both parties to go through this meeting with a plan to discuss what really matters without being unnecessarily scared of the unknown.
With this guide, we will teach you how to prepare a one-on-one meeting agenda so you will never have to worry about how to perform it.
Step 1: Define the Purpose of the Meeting
Before you start building an agenda, identify the main goal of your one-on-one meeting. Is it a routine check-in, a career development discussion, or a deep dive into a specific project? Defining the purpose ensures you prioritize the right topics.
Why It’s Important:
- Helps you focus on relevant issues and avoid unnecessary detours.
- Clarifies expectations for both the manager and the employee.
- Saves time by streamlining preparation.
The frequency of one-on-one meetings can greatly impact their effectiveness. Weekly meetings are particularly effective for timely communication and continuous feedback for your employees.
Step 2: Start with a Standard Structure
A good one-on-one meeting agenda should include consistent sections, such as check-ins, progress updates, feedback, and action items. This structure ensures you address key topics while leaving room for flexibility.
What It Gives You:
- A predictable format that makes meetings easier to prepare for.
- A balanced discussion that covers performance, feedback, and goals.
- Reduces the likelihood of forgetting important points.
Structured meetings lead to improved productivity. According to a study published in Frontiers in Psychology, teams with structured one-on-one meetings see a 20% boost in productivity as clear goals and expectations are communicated effectively.
Step 3: Customize the Agenda for Each Employee
Every employee is unique, and their one-on-one meeting agenda should reflect their specific role, challenges, and goals. Take time to tailor the agenda to address what matters most to the individual.
Why It’s Important:
- Shows employees that you value their individual contributions and concerns.
- Encourages more meaningful conversations.
- Addresses both short-term challenges and long-term aspirations.
Tailored one-on-one meetings can be a part of a Performance Improvement Plan (PIP). Use these discussions to align goals and track progress effectively.
Step 4: Share the Agenda in Advance
Send the agenda to the employee at least one day before the meeting. This gives both parties time to review the topics, reflect, and come prepared with insights or questions.
What It Adds:
- Encourages proactive preparation, leading to more productive discussions.
- Reduces the need for on-the-spot thinking, which can limit the quality of the conversation.
- Sets clear expectations about the meeting’s focus and flow.
Consistency matters in one-on-one meetings. Whether weekly or bi-weekly, maintaining a regular cadence builds trust and keeps communication flowing. Employees prefer predictable schedules for one-on-ones as they encourage accountability.
Step 5: End with Action Items and Next Steps
The final step is to close the meeting by summarizing key takeaways and outlining specific next steps. This ensures accountability and provides a clear roadmap for what happens after the meeting.
Why It Matters:
- Helps track progress in future one-on-one meetings.
- Ensures that discussions lead to actionable outcomes.
- Keeps both the manager and the employee accountable for follow-ups.
How Often Should You Have One-on-One Meetings?
The frequency of one-on-one meetings should align with the needs of your team and the nature of your projects. Here’s a breakdown of commonly recommended schedules:
Weekly Meetings
Weekly one-on-one meetings are widely recommended by experts as they provide a consistent opportunity for managers and employees to discuss progress, address immediate challenges, and maintain engagement. These regular check-ins help ensure that employees feel supported and allow managers to stay on top of productivity and team goals. According to Culture Amp, weekly meetings foster open communication and make it easier to tackle issues before they escalate.
Bi-Weekly Meetings
Bi-weekly meetings strike a balance between regular communication and giving employees enough uninterrupted time to focus on their tasks. This frequency is ideal for teams with stable workflows or for employees who work autonomously. As noted by Meeting Notes, bi-weekly meetings often allow for deeper discussions while maintaining effective communication without overwhelming employees with frequent check-ins.
Monthly Meetings
Monthly one-on-one meetings are generally less effective, as they may lead to missed opportunities for timely feedback and support. Over the course of a month, employees can encounter challenges or opportunities that require immediate attention, which may go unaddressed with infrequent meetings. Experts caution that monthly meetings should be the exception rather than the rule, as they risk creating a disconnect between managers and their team members’ needs.
What to Talk About During a One-on-One Meeting
One-on-one meetings are a unique opportunity to connect on a deeper level with your employees. These discussions should address immediate priorities, long-term goals, and areas for growth. Here’s a breakdown of key topics to include, with brief descriptions:
1. Progress Updates
Discussing progress on current tasks and projects helps keep track of an employee’s contributions and any challenges they might face. It’s an opportunity to celebrate wins and provide support where needed.
- Questions to Ask:
- What accomplishments are you most proud of since our last meeting?
- Are there any roadblocks or challenges you’re currently facing?
- What tasks have been taking up most of your time recently?
- Are there any updates or changes to ongoing projects we should discuss?
- How are you prioritizing your workload right now?
- Why It’s Important:
- Provides visibility into the employee’s workload.
- Identifies areas where additional resources or adjustments may be necessary.
2. Feedback and Coaching
Providing constructive feedback and offering coaching opportunities encourages growth and improves performance. This is also the time to gather feedback from the employee.
- Questions to Ask:
- How do you feel about the feedback I’ve shared with you in the past?
- Is there an area of your work where you’d like more guidance or support?
- Are there specific skills or behaviors you’d like to improve on?
- Do you have any feedback for me or the team?
- Are there situations where you feel unsure of how to proceed?
- Why It’s Important:
- Reinforces positive behaviors and corrects performance issues early.
- Builds a culture of openness and trust.
3. Career Development
Exploring career aspirations shows employees that their growth matters. Use this time to align their goals with organizational opportunities.
- Questions to Ask:
- What are your long-term career goals, and how can I support you in achieving them?
- Are there new skills or certifications you’d like to pursue?
- Do you see opportunities for growth in your current role?
- What challenges do you think are holding you back from reaching your career goals?
- Are there specific projects or roles in the company that interest you?
- Why It’s Important:
- Helps retain top talent by addressing their professional ambitions.
- Encourages employees to take ownership of their development.
4. Work-Life Balance
Understanding how employees balance their work and personal lives ensures they feel supported and can sustain their performance over time.
- Questions to Ask:
- What accomplishments are you most proud of since our last meeting?
- Are there any roadblocks or challenges you’re currently facing?
- What tasks have been taking up most of your time recently?
- Are there any updates or changes to ongoing projects we should discuss?
- How are you prioritizing your workload right now?
- Why It’s Important:
- Prevents burnout and promotes overall well-being.
- Demonstrates empathy and care for employees’ personal lives.
5. Team Dynamics
This topic focuses on the employee’s relationships with colleagues and their ability to collaborate effectively within the team.
- Questions to Ask:
- What accomplishments are you most proud of since our last meeting?
- Are there any roadblocks or challenges you’re currently facing?
- What tasks have been taking up most of your time recently?
- Are there any updates or changes to ongoing projects we should discuss?
- How are you prioritizing your workload right now?
- Why It’s Important:
- Strengthens team cohesion by addressing interpersonal challenges.
- Improves communication and collaboration within the team.
6. Long-Term Goals
Discussing long-term aspirations helps employees visualize their future within the organization and fosters alignment between personal and company goals.
- Questions to Ask:
- Where do you see yourself professionally in the next 1-3 years?
- What steps can we take together to help you reach your career objectives?
- Are there roles or opportunities within the company you’d like to explore?
- How does your current work align with your personal and professional aspirations?
- What motivates you most about the work you do here, and how can we build on that?
- Why It’s Important:
- Builds a roadmap for career progression.
- Helps identify training or development opportunities.
One-on-One Meeting Agenda Template
Here’s a simple, customizable agenda template:
- Opening Check-In (5 minutes):
- Discuss well-being and recent highlights.
- Progress Updates (10 minutes):
- Review projects and accomplishments.
- Identify blockers or challenges.
- Feedback (10 minutes):
- Provide performance feedback.
- Discuss feedback for the manager or team.
- Career Growth and Goals (10 minutes):
- Review career objectives and progress.
- Set new goals or priorities.
- Action Items and Next Steps (5 minutes):
- Summarize takeaways and assign tasks.Learn how to create a one-on-one meeting agenda in 5 steps. Explore best practices, common mistakes, and tools like Notion and Humadroid to boost productivity and engagement.
One-on-one meetings are a cornerstone of effective communication and team development. By creating a well-structured agenda, maintaining a consistent schedule, and fostering open dialogue, these meetings can drive engagement, productivity, and trust between managers and employees.