The One-on-One Meeting template provides structure for effective one-on-one conversations between managers and team members, or between peers. This format ensures these important conversations are productive and cover all essential topics.
Regular one-on-ones are crucial for building relationships, providing feedback, and supporting team member growth. This template helps ensure these meetings are valuable for both participants.
Five Key Topics
The format covers:
- Updates: What's been happening, current work, and progress
- Challenges: Obstacles, blockers, or difficulties being faced
- Goals: Current objectives, priorities, and aspirations
- Feedback: Both giving and receiving feedback
- Next Steps: Action items and commitments for the next meeting
This structure ensures one-on-ones are balanced—covering both operational updates and developmental conversations.
How to facilitate
One-on-One Best Practices
- Regular schedule: Meet consistently (weekly or bi-weekly)
- Team member leads: Let the team member drive the agenda
- Active listening: Focus on understanding, not just responding
- Document action items: Capture commitments and follow-ups
- Balance topics: Don't let one topic dominate
Creating Psychological Safety
- Start with open-ended questions
- Avoid interrupting or jumping to solutions
- Validate concerns and feelings
- Ask "what do you need?" rather than assuming
- Follow up on previous commitments
When to use this template
Perfect For
- Manager-team member: Regular check-ins and development
- Peer one-on-ones: Cross-functional collaboration
- Mentorship: Structured mentor-mentee conversations
- Performance reviews: Ongoing feedback and goal setting
Example Questions
Effective questions include:
- "What's been your biggest win this week?"
- "What's blocking you right now?"
- "What do you want to focus on next?"
- "How can I better support you?"
- "What feedback do you have for me?"
