A one-on-one meeting is important for open communication, building trust and employee development. But without structure, these meetings can be unfocused or repetitive. Good one-to-one meetings help guide the conversation so that key topics like goals, challenges and feedback are covered consistently while allowing for personalization.
Using a structured template improves meeting efficiency by keeping the conversation organized and results-focused. It provides a clear framework for both manager and employee to prepare beforehand, document key takeaways and track progress over time. By following a consistent format, each team member can get the most out of their meetings and ensure that conversations lead to action.
In this guide, we’ll explore the key components of a good one-on-one meeting template, the benefits of using one and best practices for implementation. We’ll also provide sample templates that can be tailored to different meeting styles and goals.
What is a one-on-one meeting template?
A 1-1 meeting template is a structured format to guide the conversation between manager and employee. Unlike a standard meeting agenda which may cover broad topics, this template is designed to facilitate meaningful conversations that support employee development, feedback exchange and goal tracking. It provides a consistent framework while being flexible enough to adapt to individual needs.
The purpose of such a template is to ensure every conversation is productive and action oriented. By outlining the topics in advance, both the manager and employee can come prepared so the meeting is more efficient and valuable.
A good one-on-one meeting will have sections for check-ins, goal progress, challenges, feedback and action items. This structure helps managers and workers stay aligned and ensures important topics are covered regularly.
One of the biggest benefits of using a template is improvement of direct reports and follow-ups. With a clear record of discussions and action points, both parties can track progress over time. This reduces misunderstandings, increases accountability and ensures meetings lead to tangible results.
Whether for performance reviews, coaching sessions or regular check-ins, a good template will create a more structured and impactful approach to one-on-ones.
Key components of a one-on-one meeting template
Effective one-on-one conversations ensure the process is productive, meaningful and action driven. It provides a clear framework while allowing for personalization. The best templates cover key areas that help manager and employee align on goals, discuss challenges and track progress over time.
Below are the essential components every 1-1 meeting template should have.
Agenda setting
A good one-on-one meeting starts with an agenda. Setting an agenda and a dedicated time ensures both manager and employee are on the same page so time isn’t wasted and the conversation is focused. The agenda should be a joint effort where both parties can add topics with a 360 feedback tool in advance.
Common agenda items include updates on ongoing projects, challenges, feedback and career development discussions. By structuring the conversation in advance, meetings become more efficient and actionable direct reports.
Check-in questions
The start of a one-on-one meeting should include a check-in to set a positive and open tone. This is an opportunity to ask how the employee is feeling and address any personal or professional concerns before diving into work related discussions.
Simple but thoughtful questions like “How has your week been?” or “Is there anything on your mind you’d like to discuss?” can help the employee feel heard and create a more supportive environment. Check-ins build rapport and encourage honest conversations so employees feel more comfortable sharing their thoughts.
Goal tracking
One-on-ones are a great time to review progress on personal and professional goals with OKR tools. Whether it’s short term objectives related to a specific project or long term career aspirations, tracking goals helps employees stay focused and motivated.
This section of the meeting template should include space for the employee to reflect on their progress, challenges they’ve faced and any support they need from their manager. The supervisor can use this opportunity to provide guidance, adjust goals if needed and celebrate achievements so the employee feels the positive momentum.
Challenges and blockers
Every employee will face obstacles and one-on-ones provide a safe space to discuss these openly. This section of the meeting should focus on identifying the blockers that are stopping the employee from performing at their best. Blockers could be workload issues, difficulties with a specific task or even team member related concerns.
The manager should use this time to listen, provide solutions and offer resources to help the employee overcome the blockers. Addressing challenges early prevents small issues from becoming bigger problems and ensures the employee feels supported in their role.
Feedback exchange
Constructive feedback is a key part of effective one-on-ones. A structured template should include a dedicated section for feedback so both the employee and manager can share their perspectives. The employee should feel comfortable giving feedback on management style, team member dynamics and processes in the workplace.
At the same time the manager can give performance feedback, recognition and areas for improvement. This exchange brings transparency and continuous growth and strengthens the relationship between employees and leadership.
Action items and next steps
The most effective one-on-ones result in clear outcomes and action plans. A good template should include a section to outline key action items, assign tasks and set deadlines. This ensures discussions lead to tangible results and both the director and worker are accountable to follow up.
Documenting action items also provides a reference point for future meetings so both parties can track progress and make adjustments.
Benefits of using a one-on-one meeting template
Structured one-to-one meetings ensures the conversation between manager and employee stays focused, productive and action-orientated. Without a clear format and performance improvement plan, meetings can become unstructured and time is wasted and meaningful discussions are missed. Using a template helps organizations improve efficiency, build stronger relationships and drive long term professional growth.
Below are the benefits of using a structured one-to-one meetings template.
Improves organization and efficiency
A defined meeting structure eliminates the need for last minute planning and keeps the discussion aligned with company and individual goals. Employees and managers can prepare in advance by adding topics to the agenda so time is used effectively.
When meetings follow a structured format, there’s less chance of going off track or missing critical points in the direct reports. This makes the conversation focused more on productivity and leadership can prioritize supporting and guiding rather than trying to steer an unplanned conversation.
Encourages meaningful conversation
One-on-ones should be more than just status updates since a structured template creates space for deeper conversations that go beyond project check-ins. It ensures employees have the opportunity to talk about their goals, career development, challenges and feedback.
Having predefined sections for open ended questions and performance discussions makes it easier for employees to share insights they may not bring up otherwise. When these conversations happen regularly employees feel more engaged and valued.
Tracks progress over time
Keeping a record of past meetings allows both manager and employee to track progress on goals, challenges and performance over time. Without a template it’s easy to forget what was discussed in previous meetings and repeat conversations or lack of accountability.
A structured format helps document key takeaways, track milestones and follow up on past action items. This ensures one-on-ones contribute to continuous growth and improvement rather than being separate conversations.
Strengthens employee-manager relationships
An adequate one-on-one meeting builds trust and stronger working relationships between employees and their managers. When team meetings are structured and regular employees feel their input is valued and their career matters.
A good template includes space for employees to give feedback and raise concerns, creates a culture of transparency. Better open communication leads to higher job satisfaction, more motivation and a more positive work environment.
Enhances accountability
One of the biggest challenges in one-on-ones is making sure the conversation leads to action. A template helps establish clear next steps with tasks and deadlines documented for future reference. This keeps both managers and employees accountable for what’s discussed in the meeting.
When action items are tracked and reviewed in future meetings it reinforces accountability and ensures goals are met. This aids in defining how to create a personal development plan for each worker.
Using a structured one-to-one meetings template turns regular conversations into powerful tools for professional development opportunities and employee engagement. It provides a clear framework to discuss progress, address challenges and make sure meetings lead to real outcomes.
How to create a one-on-one meeting template
A well designed template ensures the conversation between manager and employee stays structured, productive and goal orientated. Rather than leaving discussions open ended or inconsistent, a template provides a framework while allowing room for flexibility.
Creating a good template requires understanding what makes meetings valuable, ensuring alignment with employee and company goals and incorporating elements that drive meaningful conversations.
Below is a step by step guide to designing practical one-on-one conversations.
Identify key discussion points
The foundation of a good template starts with defining the essential topics that need to be covered in every meeting. A good one-on-one meeting shouldn’t be just status updates or direct reports but also touch on topics like professional development opportunities, job satisfaction, biggest challenges and feedback.
Identifying key topics ensures meetings are balanced and cover both short term work related issues and long term professional growth.
- Agenda setting – Helps both parties prepare for the meeting and align expectations.
- Goal tracking – Reviews employee progress on short term and long term objectives.
- Challenges and blockers – Identifies any obstacles to productivity or morale.
- Feedback exchange – Encourages open dialogue between managers and employees.
- Action items and next steps – Ensures accountability and follow up on commitments.
Ensure a balance between structure and flexibility
A one-on-one template should provide structure but leave room for flexibility. Too much rigidity can make meetings feel scripted, too little structure can lead to random conversations. The best templates are a guide and not a strict meeting agenda and allow the conversation to flow naturally.
- Be adaptable – Allow each team member to add topics relevant to them.
- Use open ended questions – Encourage discussions beyond yes/no answers.
- Allow time to adjust – Some topics may require more time so keep the structure flexible.
Include space for both employee and manager input
One-on-ones should be a two way conversation in a dedicated time, not a manager monologue. A good template includes space for employees to contribute.
- Employee led sections – Allow employees to bring up challenges, constructive feedback or career aspirations.
- Manager guided discussions – Ensure key performance topics and business goals are covered.
- Shared agenda ownership – Encourage employees to contribute to the meeting agenda before each conversation.
Use digital tools for easy access and collaboration
A one-on-one meeting software should be easily accessible to both manager and employee. Using digital tools ensures notes, action items and progress tracking are documented and available for future reference.
- Google Docs or Notion – Shared space for meeting notes and face to face format.
- Specialized software like Fellow or Hypercontext – Structured templates with built-in tracking.
- Task management integrations – Connects meeting direct reports with project tools like Trello or Asana.
Customize templates for different meeting purposes
Not all one-on-ones serve the same purpose. A general check-in may require a different format than a performance review or a coaching session. Having multiple versions of the template for different types of meetings ensures discussions stay relevant and effective.
- Weekly check-in template – Focuses on immediate tasks, blockers and short term goals.
- Performance review template – Covers employee achievements, feedback and long term career growth.
- Coaching and development template – Guides team member discussions on skill building and professional growth.
Creating a one-to-one meetings template that includes key topics, flexibility, collaboration and digital tools means meetings are effective and actionable. By customizing templates for each meeting purpose managers and workers can have meaningful conversations that drive performance, employee engagement and professional development.
Sample one-on-one meeting templates
A well-designed meeting template provides a structure for the conversation but flexibility based on the employee’s needs and goals. Different meetings serve different purposes so having multiple templates for different types of conversations ensures each meeting is productive and goal focused.
Below are three 1 to 1 meetings templates: a general weekly check-in, a performance review and a coaching and development session.
1. Weekly check-in template
Regular one-on-one check-ins help employees and managers stay aligned on ongoing projects, challenges and progress towards goals. These talking points should be short but structured to ensure any blockers in the direct reports are addressed and work stays on track.
Key elements:
- Opening check-in – A quick personal and professional update to set the tone.
- Current tasks and priorities – What the team member is working on.
- Challenges and blockers – Any obstacles to productivity this and past week.
- Feedback exchange – Space for manager and employee feedback.
- Action items and next steps – Assigning responsibilities and deadlines.
Opening talking points:
- How are you feeling this week?
- Any highlights or challenges from the past week?
Current tasks and priorities:
- What are your top three priorities right now?
- Do you need any additional support or resources to complete them?
Challenges and blockers:
- Are there any obstacles preventing progress?
- How can I help you overcome these challenges?
Feedback exchange:
- Is there anything I can do to support you better?
- Do you have any feedback on team member collaboration or workflows?
Action items and next steps:
- What are the key takeaways from today’s meeting?
- What are your top action items before our next check-in?
This weekly check-in format ensures employees and managers are on the same page, promotes accountability and addresses potential roadblocks before they become bigger issues.
2. Performance review template
A performance review meeting is about evaluating an employee’s achievements, growth and areas for improvement. These should be well prepared and constructive with meeting management tools so employees leave with a clear understanding of their progress and future expectations.
Key elements:
- Recap of past performance – Direct reports of recent accomplishments.
- Strengths and achievements – What the employee has done well.
- Areas for improvement – Opportunities for growth.
- Goal setting and career development – Outcomes for the future.
- Action items and next steps – Plan for growth.
Recap of past performance:
- Looking back over the past six months, what are you most proud of?
- How did your performance align with your team member and company goals?
Strengths and achievements:
- What skills or qualities helped you succeed?
- What recent projects felt like you made a big impact?
Areas for improvement:
- What challenges did you face and how did you handle them?
- What skills would you like to develop more?
Goal-setting and career development:
- What are your career goals over the next year?
- How can we support you to achieve them?
Action items and next steps:
- What key takeaways should we focus on moving forward?
- What specific actions can you take to improve in those areas?
This performance review format ensures feedback is constructive, goals are clear and employees feel supported in their development.
3. Coaching and development template
A coaching and development session is about long term career growth, skill building and preparing employees for future opportunities. These should be forward thinking and solution focused to help employees get clarity on their professional path.
Key elements:
- Employee aspirations and career goals – What are long term ambitions.
- Skill development and learning opportunities – Where to grow.
- Mentorship and guidance – Strategic advice for professional development.
- Challenges and obstacles – Addressing things that may hinder progress.
- Action plan for growth – Defining actions to move forward.
Employee aspirations and career goals:
- What are your long term career aspirations?
- Where do you see yourself in three to five years?
Skill development and learning opportunities:
- What skills or knowledge do you want to improve?
- Are there courses, mentorships or projects that can help you grow?
Mentorship and guidance:
- Are there leaders or professionals you’d like to learn from?
- How can I connect you to the right opportunities?
Challenges and obstacles:
- Are there barriers preventing you from developing your skills or progressing in your career?
- What can we do to remove those barriers?
Action plan for growth:
- What are the key actions you’ll take to develop your skills?
- How can we track progress in our next meeting?
A coaching and development one-on-one template gives a structured approach to long term career growth so employees get the guidance and support to move up in their roles.
Best practices for a one-on-one meeting template
1 to 1 meetings are only effective if used correctly. Having structured software for managing people doesn’t guarantee productive conversations because how you use the template makes all the difference. By following these best practices managers and employees can ensure meetings stay engaging, focused and action driven.
Here are the key points for using a 1 on 1 meetings template.
Encourage employees to contribute agenda items
A one-on-one meeting should be a two way conversation and not a manager monologue. Employees should be able to add meeting agenda items beforehand so they can bring up what matters to them in the direct reports.
When employees have ownership over the conversation, meetings become more engaging and relevant to their personal and professional growth. Managers should make sure the template allows for employee input whether it’s related to work challenges, feedback or career development questions.
Keep it conversational and not too rigid
While a template keeps meetings on track it’s important not to make it too rigid. Meetings should feel natural and open enough to have honest conversations. If the template is followed too literally, it may prevent spontaneous conversations that could lead to valuable insights.
Managers should use the one-on-one template as a guide not a script and leave room for flexibility based on the employee’s needs. Active listening, thoughtful responses and open ended questions help create a meaningful dialogue not a checkbox meeting.
Use templates as a guide but leave room for flexibility
Every employee is different and so are their needs in a one-on-one meeting. Some may like a structured approach with detailed discussions on goals and action items while others may need an informal conversation to discuss challenges and aspirations.
A good 1 on 1 meetings template provides structure without being too rigid. Managers should be willing to adjust the format as needed to accommodate different communication styles and priorities. The best templates strike a balance between structured agenda points and open discussions.
Document key takeaways and action items for accountability
A one-on-one meeting is most effective when it produces clear outcomes. Without proper documentation, important insights and commitments can be forgotten and the meeting becomes meaningless. Managers and employees should both take notes on key takeaways, decisions made and action items assigned.
A dedicated section for action items in the HR AI software ensures tasks are followed up on in future meetings. Keeping a record of progress over time allows both parties to track growth, identify recurring challenges and celebrate achievements.
Review and refine the template for your team
A 1 to 1 meetings template should evolve over time based on what works for both managers and employees. Regular feedback on the template’s effectiveness will help refine the structure and keep it relevant. Some teams may need more goal tracking while others may need more feedback and professional development.
Leadership should check in periodically if the template is supporting meaningful conversations or if adjustments are needed. By continually improving the format meetings will stay productive and aligned to the business needs.
By following these best practices, managers and employees can create a productive and supportive environment where direct reports lead to outcomes.
Conclusion
A well structured one-on-one meeting template turns regular catch ups into meaningful conversations that drive employee growth and engagement. By providing a clear framework it ensures team meetings stay focused, productive and action-orientated. When used well templates help managers and employees stay aligned on goals, address challenges and build stronger working relationships.
Beyond efficiency, a good template fosters open communication and accountability since employees feel more supported when meetings follow a structured format that encourages feedback and career development conversations. Documenting key takeaways and action items ensures meetings produce outcomes not just casual conversations.
Implementing the right 1 on 1 meetings template requires consistency, flexibility and willingness to adapt to team needs. When managers and employees collaborate to refine the template they create a system that boosts productivity and long term success. Investing in structured meetings builds a culture of transparency, growth and continuous improvement.
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