One-on-One Meeting Framework

One-on-ones are the cornerstone of effective management and professional development. These regular conversations build trust, provide clarity, and create space for both support and growth. When done well, they strengthen working relationships and drive individual and team performance.

The One-on-One Structure

Personal Check-In (5 minutes)

Start with genuine interest in the person as a whole human being. This builds psychological safety and demonstrates that you value them beyond their work output.

• "How are you doing overall - personally and professionally?"

• "What's been on your mind lately?"

• "How are you feeling about work-life balance right now?"

Note: Keep this authentic but time-bounded. If bigger personal issues emerge, offer to schedule separate time to discuss.

Progress & Wins (10 minutes)

Review recent accomplishments and current project status. This reinforces positive momentum and ensures alignment on priorities.

• Celebrate completed work and acknowledge effort, not just results

• Discuss progress on key initiatives and upcoming milestones

• Clarify expectations and confirm understanding of priorities

• "What are you most proud of since we last met?"

• "Where do you feel you're making the strongest impact?"

Challenges & Roadblocks (10 minutes)

Create safe space to discuss obstacles, frustrations, and areas where they need support. Early identification prevents small issues from becoming major problems.

• "What's slowing you down or creating friction?"

• "Are there any decisions or resources you're waiting on?"

• "What would help you be more effective in your role?"

• Focus on problem-solving together rather than just listening

Two-Way Feedback (10 minutes)

Make feedback a regular conversation, not a once-yearly event. Address both performance observations and your own effectiveness as their manager or colleague.

Giving Feedback:

• Be specific about behaviors and their impact

• Balance reinforcing feedback with developmental opportunities

• "I've noticed [specific behavior] and the impact has been [result]"

• "Here's an area where I see growth opportunity..."

Seeking Feedback:

• "What could I do differently to better support you?"

• "Are there ways our team processes could be improved?"

• "What am I missing or not seeing clearly?"

Growth & Development (10 minutes)

Discuss longer-term career aspirations, skill development, and opportunities for stretch assignments. This keeps people engaged and shows investment in their future.

• "What skills do you want to develop over the next 6-12 months?"

• "What type of work energizes you most?"

• "Are there responsibilities you'd like to take on or areas you want to explore?"

• Connect their goals to available opportunities within the organization

Action Items & Follow-Up (5 minutes)

End with clarity on commitments and next steps. Document key decisions and ensure accountability for both parties.

• Summarize key discussion points and decisions

• Confirm specific actions with owners and timelines

• Schedule any necessary follow-up conversations

• Note topics to revisit in future meetings

Best Practices for Effective One-on-Ones

Preparation

• Block consistent time and protect it - canceling sends the wrong message

• Review notes from previous meetings and ongoing projects

• Come with specific questions but remain flexible to their agenda

• Choose a private, comfortable setting for open conversation

During the Meeting

• Let them drive the agenda - this is their time, not yours

• Listen more than you talk, especially early in the relationship

• Take notes to show you value their input and ensure follow-through

• Ask follow-up questions to understand underlying issues

• Be fully present - no phones, laptops, or distractions

Follow-Through

• Send a brief summary of key points and action items

• Follow up on commitments you've made before the next meeting

• Reference previous conversations to show continuity and progress

• Address systemic issues that emerge across multiple one-on-ones

Common Pitfalls to Avoid

• Status Update Trap: Don't let one-on-ones become project status meetings—save tactical updates for team meetings

• Manager Monologue: Resist the urge to fill silence with your own agenda or advice

• Inconsistent Scheduling: Irregular meetings undermine trust and momentum

• Surface-Level Conversations: Push beyond "everything's fine" to understand real challenges

• No Follow-Through: Failing to act on commitments destroys credibility and engagement

Remember: Great one-on-ones feel more like coaching conversations than performance reviews. They build trust, provide clarity, and create momentum for both individual growth and organizational success.