Mastering the one-on-one meeting: best practices and tips

Key takeaways

• One-on-one meetings are essential for enhancing employee engagement, providing feedback, and aligning individual goals with organizational objectives.
• Preparation, including agenda setting and gathering relevant information, is crucial for the effectiveness of one-on-one meetings, ensuring productive discussions.
• Utilizing technology, such as AI meeting assistants, streamlines the documentation process and enhances communication during one-on-one meetings.

What is a one on one meeting?

A one-on-one meeting is a private, scheduled time set aside for a manager and a direct report to connect and build a stronger working relationship. These meetings play a critical role in establishing trust, ensuring clear communication, and fostering ongoing collaboration. Think of it as a dedicated space to discuss progress, share valuable insights, and foster productive conversations without the distractions of a larger group setting or the interruptions of day-to-day tasks.

One-on-ones are an opportunity to align on goals, review current projects, address challenges, and celebrate successes in a focused and meaningful way. They allow both the manager and the employee to stay on the same page, address concerns early, and brainstorm innovative solutions to roadblocks. Whether you’re meeting weekly, bi-weekly, or on a custom schedule that works best for your team, the primary objective remains the same: maintain an open channel for honest communication, collaboration, and mutual growth.

A well-structured one-on-one meeting isn’t just about tackling work-related topics — it’s also a chance to check in on an employee’s overall well-being, career aspirations, or any obstacles they might be facing beyond their immediate tasks. These meetings can help employees feel heard, valued, and supported, which in turn boosts morale, engagement, and performance. When approached with intention and consistency, one-on-one meetings become a powerful tool for building stronger teams and driving sustained success.

Common goals of one on one meetings

1. Status updates: begin by reviewing the past week’s progress, highlighting key achievements, completed tasks, and any delays. Then, set clear goals and priorities for the weeks ahead to ensure alignment and focus.
2. Personal development: work together to identify opportunities for skills improvement and establish actionable steps for professional growth goals. Discuss training programs, mentorship opportunities, or any resources that can help the employee grow professionally.
3. Addressing challenges: take time to discuss any obstacles or roadblocks the employee is facing. Provide assistance by brainstorming potential solutions and offering guidance, ensuring they feel equipped to move forward confidently.
4. Establishing connections: strengthen your relationship by getting to know the employee on a deeper level. Understand their motivations, personal goals, and career aspirations, fostering a sense of trust and mutual respect.
5. Employee engagement: create a safe and open environment where team members can feel comfortable expressing their thoughts, concerns, or needs. Show genuine interest in their well-being and actively listen to their feedback to boost engagement and morale.

Frequency and duration

The right schedule depends on your organization and the specific needs of your team. Many managers prefer to set up recurring calendar events (weekly or bi-weekly) that typically last 30–60 minutes, as this creates a consistent rhythm for check-ins and updates. These meetings help foster communication, alignment, and trust within the team. Short on time? That’s okay — remember, quality matters far more than quantity. Even a shorter meeting can be impactful if it focuses on meaningful discussions, tackles key issues, and provides clarity on next steps. It’s all about finding the balance that works best for you and your team.

Preparing for effective one on one meetings

When thoughtfully prepared, one-on-ones can provide a space for open dialogue, clear goal-setting, and personalized assistance, helping both managers and team members thrive. Taking the time to plan effectively ensures these conversations are purposeful and constructive.

Setting a meeting agenda

A clear meeting agenda is essential for ensuring both parties are on the same page and know what to expect from the discussion. Taking the time to plan ahead fosters effective conversations and helps keep meetings focused. Incorporate these pointers for effective agenda-setting:

• Start with structured talking points: outline key topics such as work priorities, status updates, recent accomplishments, and challenges that need addressing. This creates a clear roadmap for the meeting and ensures no critical points are missed.
• Set aside time for employee input: encourage your direct report to bring their own topics and concerns to the table. This not only empowers them but also creates a space for open dialogue and collaboration.
• Prioritize action items: use the agenda to focus on important insights, decisions that need to be made, and future actions. A good agenda transforms a meeting from a conversation into an actionable plan.

✨ Pro tip: share your agenda in advance, ideally a day or two before the meeting, so both sides come prepared with ideas, questions, and to-do lists. This extra step ensures meaningful contributions and smoother discussions.

Gathering relevant information

Being well-prepared demonstrates assistance, leadership skills, and respect for your team’s time. Taking the time to prepare ensures a more productive conversation and shows your commitment to your team’s success. Before your meeting:

• Review meeting minutes from your past week’s discussion to refresh your memory on key topics and any actionable steps that were assigned.
• Analyze any progress reports, metrics, or updates relevant to the direct report’s day-to-day work, including both their successes and any areas where they may need guidance or additional resources.
• Take note of discussion points for performance reviews, development plans, or long-term goals, ensuring that you align feedback with their career aspirations and the organization’s objectives. Preparing in this way allows you to provide meaningful assistance and address any concerns or roadblocks effectively.

Conducting successful one on one meetings

One-on-one meetings are a vital tool for fostering open communication, building trust, and driving employee growth within an organization. By providing a dedicated space for individualized attention, these meetings allow managers and team members to align priorities, discuss challenges, and explore opportunities for development. To ensure these conversations are productive and mutually beneficial, it is important to adopt a structured and thoughtful approach.

Building rapport

These meetings aren’t just about business; they’re about connecting with people on a deeper level. Building rapport is essential for creating a positive and productive environment. Take intentional steps to establish connections:

• Start with small talk or personal check-ins to make the employee feel comfortable. Ask about their weekend, hobbies, or anything they’ve recently shared to show genuine interest in their well-being.
• Pay attention to body language during in-person meetings or video calls. Notice their posture, facial expressions, and tone of voice to gauge their comfort and engagement. A warm smile or a nod can go a long way in making the interaction more approachable and supportive.

Active listening and engagement

Eliminate distractions and truly focus on the employee’s words during your conversations. It’s essential to stay present, actively listen, and validate their input by acknowledging their thoughts and ideas. This not only builds trust but also ensures they feel heard and valued. To show genuine interest, ask thoughtful additional questions that dive deeper into their concerns or suggestions, demonstrating that you’re fully engaged in the discussion.

To make this process even smoother, consider using tools like MinutesLink, which can take the burden of note-taking off your shoulders. By automating this task, you’ll be able to concentrate entirely on the conversation in real-time, ensuring more meaningful and productive interactions.

Balancing conversation

Encourage dialogue that’s employee-centric to foster a supportive and productive work environment:

• Listen more, talk less. Follow the 80/20 rule — spend 80% of the conversation actively listening to the employee's thoughts, concerns, and ideas, and use the remaining 20% to share your insights or responses. This approach helps employees feel heard and valued.
• Maintain a balance between acknowledgment, constructive feedback, and guidance. Recognize their achievements to boost morale, provide clear and constructive feedback to help them grow, and offer actionable guidance to support their professional growth and performance goals.

Key topics to cover in one on one meetings

One-on-one meetings should emphasize key areas like performance reviews, addressing challenges, setting goals, and discussing professional growth. They’re a great chance to check in on progress, provide constructive feedback, and explore any obstacles the employee may be facing.

Personal development and career growth

Discuss training opportunities, emerging interests, or long-term career aspirations beyond their current role. Take the time to understand their strengths and areas they’d like to improve, and explore potential growth areas within the company. Plan career development paths that align with both individual ambitions and organizational goals to keep employees engaged, motivated, and excited about their future contributions.

Performance feedback

Provide a mix of positive highlights and constructive feedback to support growth and acknowledge achievements. This balanced approach encourages improvement while reinforcing strengths. For instance:

• Positive feedback: “Fantastic job on leading the presentation — you managed the Q&A like a pro. Your clear communication and ability to address concerns confidently made a strong impression on the audience.”
• Negative feedback: “I noticed the report missed key metrics, which might affect how decisions are made. Let’s work on including these data points in the future by reviewing the reporting template together to ensure everything is covered.”

Addressing challenges and roadblocks

Create a safe and open environment where team members feel comfortable discussing:

• Resource or workload issues, such as feeling overwhelmed, under-resourced, or needing additional support to meet deadlines.
• Difficulties in collaboration within the team, including communication challenges, conflicting work styles, or misaligned goals.
• Potential solutions to overcome hurdles, encouraging brainstorming and collective problem-solving to find actionable ways to address challenges and improve efficiency.

Follow-up and documentation

Action items and next steps

End your one-on-one meeting with clear, actionable tasks to ensure progress and accountability. This helps both parties leave the meeting with a shared understanding of what needs to be done next. For example:

• “Prepare a timeline for the new campaign by next week so we can review it together in the next meeting and adjust if needed.”
• “Research three training workshops relevant to data science, focusing on programs that align with our team's skill development goals.”

Sharing meeting notes

Documenting talking points and decisions during meetings is essential to ensure nothing important slips through the cracks. It helps keep everyone on the same page and provides a clear record of what was discussed. That's where MinutesLink comes in — this tool not only saves time but also crafts detailed, accessible, and shareable AI meeting notes. These notes are perfect for future reference, allowing teams to easily revisit key decisions and discussions without the hassle of manual note-taking.

Tracking progress

Check in regularly on goals discussed to ensure progress is on track and nothing gets overlooked. Whether it’s reviewing completed projects, addressing any challenges faced along the way, or reassessing to-do lists to prioritize tasks effectively, consistent tracking fosters accountability and helps maintain momentum toward achieving objectives.

Leveraging technology for one on one meetings

Efficiency is key in today’s fast-paced work environment. Tools like MinutesLink take the hassle out of managing one-on-one meetings, allowing you to focus less on logistics and more on having meaningful, effective conversations.

Here’s why MinutesLink stands out:

• It automatically takes notes during your meetings, eliminating the need for manual note-taking so you can stay fully engaged in the discussion.
• After the meeting, it delivers clear and concise meeting minutes that include action items, next steps, and key takeaways, ensuring nothing important is missed.
• You can also edit and share notes effortlessly with your team, promoting better collaboration and accountability.

MinutesLink is designed to help you streamline your workflow and save valuable time, making your meetings more effective and your follow-ups seamless. Want to see how it works? Try it for free today!

Summary

Regular one on ones are more than just a calendar entry. They’re an essential tool for fostering trust, improving communication, and driving employee engagement. Whether you’re conducting a check in, resolving day to day work challenges, or mapping out career development, making time for direct reports builds a stronger, better-aligned organization. Commit to these strategies, optimize the process with tools like MinutesLink, and watch your team grow stronger with every one on one meeting!

Frequently Asked Questions

What is the primary function of one-on-one meetings?

The primary function of one-to-one meetings is to enhance communication, provide feedback, and ensure individual goals align with organizational objectives. These meetings serve as a dedicated time for both the employee and the manager to conduct performance reviews, share status updates, and maintain regular checks to stay aligned.

How often should one-on-one meetings be held?

One-on-one meetings are an important meeting that should be scheduled every week or two, lasting between 30 to 60 minutes. This scheduled time fosters effective communication and relationship-building, benefiting managers and employees alike during their one-on-one time.

What are some key topics to cover in one-on-one meetings?

It is essential to cover personal development, career growth, performance feedback, and any challenges or roadblocks during one-on-one meetings. These topics foster open communication and support employee progress.

How can technology enhance one-on-one meetings?

Technology can significantly enhance one-on-one meetings by utilizing AI tools like MinutesLink to streamline processes, improve communication, and facilitate effective follow-ups through recording, transcribing, and summarizing discussions. This ensures that key points are captured and actions are clearly defined.

Why is it important to share meeting notes?

It is essential to share meeting minutes to ensure all participants are aligned on discussed topics and agreed actions, fostering transparency and accountability within the team. This practice enhances communication and keeps everyone informed and engaged.