One-on-one meetings are a crucial tool for managers to connect with their direct reports. But without a clear agenda, they can easily turn into useless chats about the weather.
As a manager, having a well-structured 1-on-1 meeting agenda helps you have more productive conversations. It keeps things focused and ensures key topics don’t slip through the cracks.
In this comprehensive guide, I’ll walk you through everything you need to know to create effective 1-on-1 meeting agendas. You’ll learn:
- The benefits of 1-on-1 meetings
- How to set an agenda that works
- Templates and examples to model
- Common agenda topics to cover
- Tips for preparing and following up
Let’s dive in!
Why 1-on-1 Meetings Matter
Before we get into the nitty gritty of crafting agendas, let’s cover why 1-on-1 meetings are so important for managers in the first place.
Here are some of the key benefits:
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Build trust and improve communication 1-on-1s give you dedicated time to ask questions and listen to your employee’s needs This fosters mutual understanding,
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Spot potential problems Issues like lack of engagement or burnout often surface during 1-on-1s before causing bigger trouble
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Align on goals and expectations. 1-on-1s keep everyone on the same page about responsibilities and priorities.
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Develop your team. 1-on-1s provide opportunities for coaching and skill building.
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Boost job satisfaction. Employees feel valued when managers invest regular time in them.
But none of this happens without an intentional agenda guiding the conversation. Here’s how to create one that works.
How to Set an Effective 1-on-1 Meeting Agenda
First, some basic 1-on-1 meeting best practices:
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Schedule it regularly. Weekly or biweekly meetings work best. Consistency is key.
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Set a default time. Same day and time each week removes back-and-forth scheduling.
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Keep it short. 30-60 minutes is ideal. Avoid scheduling back-to-back.
Now let’s focus on setting an agenda:
Start with The Basics
Every 1-on-1 meeting agenda should cover:
- Date and time
- Location (virtual link or physical room)
- Expected duration
- Attendees (usually just manager and direct report)
Having these basics at the top keeps everyone on the same page.
Outline the Purpose and Goals
Next, include 1-2 sentences summarizing the purpose and desired outcomes.
For example:
Purpose: Weekly check-in to discuss priorities, issues, and career development. Aims to strengthen our working relationship and alignment.
This grounds the conversation in a productive mindset from the start.
List 3-5 Discussion Topics or Questions
Now outline the specific topics to cover or questions to ask.
Here are some common ones:
- Progress on current goals and projects
- Roadblocks or challenges
- Resource needs
- New ideas or initiatives
- Professional development interests
- Workload and bandwidth
- Feedback for manager
- Career aspirations
- Workplace culture and morale
Keep your list focused on 3-5 meaty topics. More becomes overwhelming.
Leave Room for Flexibility
Even with an agenda, leave room for unexpected tangents. The conversation should feel natural, not forced.
Note any big deviations to revisit later so important items aren’t neglected.
Include Follow-Ups from Last Time
Scan your notes from the previous 1-on-1 meeting. Carryover any unfinished discussion items or unresolved action steps.
This closes the loop on key topics week-to-week.
1-on-1 Meeting Agenda Templates
Here are a couple example agenda templates to give you ideas:
Basic 1-on-1 Meeting Agenda Template
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Date:
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Time:
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Location:
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Duration:
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Attendees:
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Purpose: Weekly check-in on priorities, issues, and career development
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Discussion Topics:
- Current project status and roadblocks
- New initiatives to tackle
- Resource needs
- Areas for skill development
- Workspace issues
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Follow Ups from Last Meeting:
- [Action item 1]
- [Action item 2]
Monthly/Quarterly 1-on-1 Meeting Agenda Template
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Date:
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Time:
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Location:
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Duration:
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Attendees:
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Purpose: Monthly/Quarterly deep dive into performance, development, and growth
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Discussion Topics:
- Last month/quarter goals – progress made?
- What went well? Challenges?
- Key learnings and takeaways
- New quarter goals
- Career development – courses, mentors, or new opportunities
- Workflow or process improvements
- Ideas to improve collaboration and teamwork
- Morale and engagement pulse-check
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Follow Ups from Last Meeting:
- [Action item 1]
- [Action item 2]
Tailor these templates to your own needs and management style. The important thing is setting clear expectations.
10 Key Topics to Cover in 1-on-1s
Beyond the basics, here are some important topics to work into your 1-on-1 meeting agendas:
1. Current Projects and Tasks
Discuss ongoing projects and deadlines. Review priorities and ensure nothing falls through the cracks. Unblock any roadblocks.
2. Professional Development Goals
Align on skills employees want to build. Discuss courses, mentors, or workshops to attend.
3. Team and Organizational Issues
Discuss challenges with workflows, technology, or cross-functional alignment. Escalate broader concerns.
4. Workload and Bandwidth
Assess employee workload. Make sure they aren’t over or underutilized. Adjust responsibilities as needed.
5. Career Aspirations
Understand where employees see themselves long-term. Share advancement opportunities when possible.
6. New Ideas and Initiative
Discuss ideas to improve processes, policies, services, or workflows. Align on action plans.
7. Management Feedback
Solicit feedback on your management approach and style. Identify areas to improve.
8. Collaboration and Teamwork
Discuss ways to break down silos and improve teamwork. Brainstorm new ideas.
9. Progress on Goals
Review progress made on past goals. Set new goals and sketch out plans to achieve them.
10. Morale and Engagement
Check in on overall employee morale and engagement. Discuss ways to enhance enjoyment and motivation.
Planning your agenda around high-impact topics like these will lead to much more productive 1-on-1s.
Preparing for a Successful 1-on-1
With your agenda set, here are some tips for preparing:
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Send the agenda in advance so your employee can come ready to discuss the key topics.
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Review your notes from the last 1-on-1 and any other interactions so you’re up to speed.
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Block your calendar to avoid distractions.
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Have employee feedback ready if you want to address any performance issues.
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Gather relevant documents like progress reports or workflows to reference.
Going in fully prepared ensures you make the most of your precious 1-on-1 time.
Following Up After the Meeting
To complete the loop, be sure to follow up after each 1-on-1:
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Send a summary email recapping key discussion points, action items, and next steps.
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Follow up on action items in a timely manner or by the deadline agreed.
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File your notes so you can refer back to key takeaways and agreements.
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Put unfinished items on the next meeting agenda.
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Check in as needed if new pressing issues arise before your next 1-on-1.
With a consistent process in place before, during, and after each meeting, your 1-on-1s will become an invaluable tool for aligning with and developing your direct reports.
The investment required from managers is small compared to the tremendous benefits of engaged, motivated employees who feel valued.
So be diligent about carving out regular quality time with your team. An intentional agenda keeps your 1-on-1 meetings focused, productive, and effective over the long haul.
Implement these tips and watch as both you and your employees really start to thrive!
First 1:1 with a new team member
Lay the groundwork for a trusting relationship and worthwhile 1:1s.
- Tell me about yourself – what attracted you to this role?
- What are your aspirations – professionally and personally?
- What gives you energy, and what drains it?
- What’s your role and what do you expect from me?
- Let’s talk about our team and how we work together.
- Let’s talk about why and how we’ll do 1:1 meetings.
- Anything else you’d like to talk about today?
Bridge the gap between hierarchy levels and get more insights into your organization.
- What are you proud of?
- What ideas do you have for your team and the company?
- How do you feel about the vision and priorities of our company?
- What can your manager do better to support you in your role?
- Is anything blocking you?
Make objective setting an informed and collaborative exercise.
- Let’s quickly recap why and how we set objectives.
- How did previous objectives go?
- Let’s look at the company and team priorities.
- Let’s discuss current objectives and personal development goals.
- Let’s agree on next steps.
Help individuals reflect and identify growth areas.
- Based on the feedback you received lately, are there areas you would like to develop further?
- What next steps could you be taking towards those goals?
- What part of your job are you enjoying the most? What’s inspiring, motivating, and energizing?
- What part of your job are you enjoying the least? What is frustrating or boring you? What is the one task you would love to stop doing if it was possible?
- Where do you see yourself in 2 years?
Bring a performance review to a good conclusion and share learnings.
- How do you feel after this performance review?
- What did you think while reading my feedback and the feedback you got from your peers?
- Is there anything you need clarification about?
- Was anything surprising?
- What’s your main takeaway from this review?
- Any feedback regarding the way I communicated my feedback?
Understand and overcome performance issues.
- Are you clear on what is expected of you? Do you think those expectations are realistic?
- Do you realize how your role fits into the bigger picture/why your work is important?
- Do you receive enough feedback? If not, why do you think you don’t receive it? How could we ensure you get more feedback?
- Do you feel comfortable asking for support when needed?
- What got in the way of you having more impact? (e.g. internal processes, time management issues, lack of resources or information)
- What are action items and/or objectives we can agree on?
Free guide: Human-friendly performance management
Healthy workplace relationships are crucial to a happier, more engaged workforce. In this guide, employee engagement expert Jason Lauritsen shares how to make goal-tracking, performance reviews, 360° feedback, 1:1 meetings, and ongoing feedback more human-friendly.
6 Tips for Productive 1:1 Meetings with Your Manager
What is a one-on-one meeting agenda?
What is a 1-on-1 meeting agenda? A one-on-one meeting agenda is a plan for what topics you want to address during a one-on-one—an informal, scheduled face-to-face discussion between a manager and an individual employee. In one-on-ones, it’s common to discuss a wide variety of topics, including personal developments, concerns and ideas.
What is a 1-on-1 meeting?
Simply put, 1-on-1s are regular meetings between managers and their team members. Sometimes, these meetings are between coaches, mentors, and peers, too. But beyond work duties, regular 1-on-1s can help provide useful insight into the employee experience.
How do I create an effective one-on-one meeting agenda?
Follow these steps to create an effective one-on-one meeting agenda: 1. Set up the document The agenda is an actual document that you can see and adjust. It’s important to set up the document so the information on it is easy to identify and understand. For every one-on-one you have, create a broad header that includes the following details:
How do you create impactful one-on-one meetings?
Whether you’re an individual contributor or a team leader, you can create impactful one-on-one meetings. With a little structure and guidance, your one-on-one (or 1-on-1) meetings can go a long way. With preparation and a collaborative agenda, your regular meetings can be effective. Encourage your employees to have regular 1-on-1s.
