The One on One Meeting Template Great Leaders Use

Many managers have one on one meetings, but too often, they waste them. Status updates, awkward silences, and frequent cancellations are just a few of the symptoms and causes. A lack of a good one on one meeting template, or structure prevents them from making the most of the meetings.

For those that don’t get value from their one on one meetings, the difference is usually their fundamentals; without good habits, and the right actions before, during, and after the meeting, it’s very easy to have your one on one meetings come up short of their potential.

one on one meeting template

Many of the best leaders in business swear by one on one meetings. They feel this way because they get so much value from them.  And to get that value, they follow a set pattern to make the most of them.

Today, we break down the one on one meeting template that is the secret weapon of so many great leaders that have motivated and engaged teams.

The One on One Meeting Template Great Leaders Use

By following these approaches, you can make the most of your one on one meetings with your team. Whether you’re starting from scratch, starting over after having given up on them, or trying to improve the one on one meetings you have, this list can help you improve the quality and outcomes of your meetings.

How to use this one on one meeting template: Jump to whatever section you need help with and see how you’re doing in those areas. Try adding some of these approaches to your one on one meetings, and check out the links for further reading to learn more of the research and leaders behind these tactics.

Want help learning or keeping these good habits in your 1 on 1s? Then sign up for a free trial of Lighthouse and keep all your 1 on 1s organized and covering the right topics.

The One on One Meeting Template: Starting Your One on Ones like the best

There’s a handful of key things you’ll want to do when starting one on one meetings. Any one of these can trip you up, so take a moment to think about what works best for your situation:

one on one meeting template - andy grove knows how valuable one on ones are.

1) Choose the right frequency for each person on your team.

Everyone on your team needs to have a one on one meeting with the person they report to. This includes new staff, veteran staff, managers, and interns. The topics you discuss may change, but setting aside time for each of them is crucial.

While in an ideal world, you would meet weekly or biweekly with everyone on your team, travel, team size, and other demands on your schedule can make that difficult. So instead of a one-size-fits-none approach, use these as guideposts to determine how often to meet with each person:

  • Size of your team: If you manage more than 5 people, it can be hard to have one on one meetings with everyone, every week. The larger your team, the less frequent you may be able to meet, but realize there will be more ground to cover each time, so budget accordingly (i.e.- schedule an hour).
  • Task Relevant Maturity: This is the most important factor. If someone is new in a role, or has a new responsibility, they need more help, coaching, and guidance. Make time to meet with those on your team that are newly hired, recently promoted, or placed in a new role, every week or two, even if everyone else has monthly one on one meetings. Change the frequency for each person as their roles and comfort-levels change.
  • Your Schedule: If you travel a lot, are in tons of other meetings, or have other responsibilities making scheduling hard, look to meet for longer periods of time when you do meet. You should, at a minimum, be meeting with everyone once a month. Otherwise, you may get blindsided by a departure, or a problem that grew too big.
one on one meeting template - andy grove knows time matters

2) Get the logistics right: meeting length, location, scheduling.

Once you settle on how often to meet initially with each person on your team, you need to get the logistics in order. Here’s a few tips to get those right:

  • Meeting Length: 1 hour. These meetings are more than a “quick check in.” If you really want to get the full value out of one on one meetings you need time to dig into topics. This is why Andy Grove, former CEO & co-founder of Intel, wrote the quote above about zingers. Set aside an hour. You can always end early, which is much easier than trying to stay when you have another meeting on the calendar to head to.
  • Reschedule. Don’t cancel. It can be tempting to cancel for a number of reasons, but that does more harm than good. They may say canceling is okay, but that’s more of a power dynamic than them not having something to talk about. Show your team you value the time by rescheduling to a new time soon.
  • Go somewhere private. They’re called one on one meetings, not group meetings. If you want to dig into some of the stickier issues that come up at work, they need to be private. Heading to a conference room away from your desks, going for a walk, visiting a coffee shop, or getting lunch together are all viable options. If you’re managing someone remote, then making sure you’re in a private area for the call helps a lot.

one on one meeting template: andy grove knows it's all about the team member

3) Tell your team about your new one on one meeting plan.

One on one meetings are focused on your team, so clearly you should explain this to them. Otherwise, they’ll think they’re in trouble, or just be nervous of what the reason is for meeting.

You want them to be excited about the meeting, not discouraged, or afraid. You may not realize how intimidating meeting with you may be for some people on your team. The best way to accomplish this is to be clear with them what your goals are for the one on one meeting and how it will work:

  • Tell them what to expect: If you make it clear that it’s a meeting for them to talk about what’s on their mind, give them coaching, share feedback both ways, talk about their career development, etc, it will remove any doubt about the purpose of the meeting.  If you want a handy draft email you can use, try something like this:

    Hi [Name],

    I’m going to start doing one on ones with you and other members of the team. This is to get more feedback from you as well as give you a place we can talk about anything that’s bothering you, your career development, and more. 

    To start, we’ll have the first one on [Date] at [Time]. We can then talk about a time that we can stick to regularly afterwards.

    If you want to learn more about what to expect, this post can help you:

    If you have any questions, please let me know.

    [Your Name]

  • Set a recurring meeting on both your calendars: It’s important to build a rhythm with your one on ones; part of the benefit is the knowledge that there will be a time soon to meet again. This allows you both to be accountable to what you discussed last time (as you’ll be checking progress on it), and help you both plan when you’ll have a chance to talk privately about any issues since last meeting.
  • Avoid Status Updates: It can be tempting to spend a bunch of your one on one meeting time talking about projects, but that’s a huge waste. Get your project updates another way, so you have time for the right topics for your one on one meetings like their careers, coaching & feedback, and issues pre-occupying them.

If you start your one on one meetings off with good fundamentals, it will be much easier to build momentum quickly with your team. By following the above tips, you and your team members can be confident heading into them.

Want help learning or keeping these good habits in your 1 on 1s? Then sign up for a free trial of Lighthouse and keep all your 1 on 1s organized and covering the right topics.

The One on One Meeting Template: What to do in the meeting

Now that you know what to do to set the stage before your one on one meetings, it’s important you make the most of the time when you’re there. The best way to do this is to come prepared. Here’s a few ideas for the first meeting, and how to keep the meetings fresh for many meetings to come.

one on one meeting template: bring good questions like Melanie Whelan of Soul Cycle

1) Be ready to help break the ice.

The first one on one meeting will be a little awkward with each person on your team, especially if you haven’t built a lot of rapport with them yet. Talking to a sort-of stranger who is your boss can be both intimidating, and filled with uncertainty; it’s hard to tell how candid you can really be without strong rapport and trust.

You have to push past this discomfort. Show you care about them, and are interested in what they have to say by doing starting your one on one meetings this way:

  • Bring some good questions to ask: Since the one on one meeting is for your team member, asking questions is one of the single best ways to bring the focus to them. If you’re looking for where to being, any of these are good starting points:
  • Ask follow up questions: As the CEO of SoulCycle, Melanie Whelan, said in a NY Times interview (and pictured above), your work isn’t done when you ask a question. Ask follow up questions so you fully understand their answers. You may be surprised what you discover by going beyond a first answer, and your team will appreciate you are paying attention enough to ask followups.
  • Assume positive intent: It’s easy to jump to conclusions when you hear about a problem. If you don’t have rapport with someone you can easily think a mistake was intentional or malicious. Indra Nooyi, CEO of Pepsi, puts it best what happens when you do the opposite:
    • “Whatever anyone says or does, assume positive intent. You will be amazed at how your whole approach to a person or problem becomes very different…You will be amazed. Your emotional (intelligence) quotient goes up… You do not get defensive… You are trying to understand and listen….when you assume positive intent, the other person says, ‘Hey, wait a minute, maybe I’m wrong reacting the way I do because this person is really making an effort’.”

When you come to the meeting with the right mindset and a few good questions, you help your one on ones push past the awkward and into the healthy and productive. Just like assuming positive intent, after a few meetings, you’ll be amazed how good they can be because of the discussions your questions and mindset have helped spark.

One on one meeting template: mary kay ash knows praise is a great topic

2) Bring in a variety of other good topics for discussion.

Asking good questions is a key part of your one on one meetings, but don’t make the mistake of falling into a rut with them. There’s so much you can, and should, cover in these meetings that have no other time to be discussed.

If you’ve ever gotten to the end of a year or to the next review cycle and realized there was something you haven’t discussed since last review/year end, you know exactly what we’re talking about:

one on one meeting template - Peter Drucker knows how important comitment is

3) Demonstrate your commitment to them with your actions.

All these conversation topics are helpful in your one on one meetings. Your team will appreciate you cared to ask and listened intently. However, it quickly becomes hallow if nothing changes.

You have to take action on what you talked about, and help them feel and make progress. Fortunately, a few simple habits can help ensure this happens:

  • Take notes! Yes, it’s their meeting, but it’s your job to take notes. You need to remember what they told you that’s important to them. As Andy Grove wrote, “Equally important is what “writing it down” symbolizes…the act implies a commitment, like a handshake, that something will be done.”  If you’re uncertain the best way to take notes, here’s a few approaches to try (the last 5 Minutes Method is my favorite).
  • Ask one more question: In addition to worrying about zingers, the other thing you need to do as a manager is make sure you’ve fully explored a topic. Don’t be afraid to ask one more question when your team member is done talking about a topic. It can help ensure you don’t miss anything and get to the root cause. This helps you avoid costly management debt.
  • Establish and email next steps: While you’re writing down notes, it’s important to also establish what you can both do to make progress on what you discussed. This prevents you from talking about the same thing every meeting, and makes your meetings clearly valuable. If your team sees that when you talk about something, you also do something about it, they know it’s worth it to bring up issues. Research shows that emailing those next steps afterwards then helps ensure they get done.

With a few key habits in your one on one meetings, you can make them extremely productive and effective. When you cover the right topics and ensure progress is made together on those discussions, you’ll see the tremendous value in these meetings.  Most importantly, you’ll see a strong boost in the morale and motivation of your team.


The One on One Meeting Template: For next time

If you’ve now started your one on one meetings with the right fundamentals, and are building good habits when in the meeting, the last thing you need to do is bridge the divide between meetings.

What you do between meetings makes all the difference in whether your one on one meetings get better and better, or worse and worse.  When you cover the same issues over and over again, and nothing changes, or you forget altogether what happened last time, resentment will build on your team.

That resentment then leads to them shutting down in their one on ones; they won’t trust coming to you with anything or answering your questions anymore. It won’t be long before you don’t hear about problems until they’re too late, or get blindsided by turnover.  So here’s the key things to do instead.

one on one meeting template - Ed Catmull knows how important comittment is

1) Next time for You: Build a rhythm and remember

People may listen to what you say, but even more important, they watch what you do. The best conversation in the world in a one on one meeting will ring hollow if there’s no action, follow up, or follow through after.

It’s not all doom and gloom, though. When you do your part to be ready for the next one on one meeting, you’ll see how your team appreciates the progress they feel. It will make your one on ones more and more comfortable and high quality. Here’s what to do:

  • Keep your promises: Whatever actions came out of the last meeting, you need to do your best to take care of them by next meeting or have a reasonable explanation why you couldn’t do it. As Ed Catmull, CEO and cofounder of Pixar, wrote (and quoted above) they learned that the actions of leaders was what mattered most to preserving their great culture as they grew.
  • Review your notes: Anything a team member tells you in their one on one is important to them. This is why taking notes and action is important.  To close the loop and build a rhythm between meetings, you should review your notes. This also avoids the awkward moment of sitting down in the meeting and asking, “what did we talk about last time?” which is sure to be a downer for that team member to hear.
  • Prepare some topics: As we’ve shown you above, there’s many great things you can discuss in your one on one meetings. However, they all require some effort on your part. A little preparation to pick out a few questions to ask, or consider an area you can provide feedback or praise can make all the difference in the quality of your meeting.
one on one meeting template: make progress like Teresa Amabile recommends

2) Next time for Them: Get them involved and hold them accountable

The work to make one on ones great is not all on you. One on one meetings are your team member’s meeting after all.

Your team is responsible just like you for actions between meetings. The good news is, this action represents essential progress for them, which research by Stanford PhD Teresa Amabile (pictured above) has found is essential to motivation and happiness at work.

Here’s how you can involve them to be a part of building a rhythm and positive momentum in your one on one meetings:

  • Prepare an agenda: Once you both have a recurring event on your calendars for your one on one, they know the next time you’ll be meeting. Ask them to bring topics they want to discuss. When you put in so much effort to the meeting, it’s fair to ask them to put some thought in advance as well, so you spend the time on the most important things to them.
  • Hold them accountable: Whether you’re setting new goals for them to progress on, or the next steps from your discussion last time, it’s important they keep their promises, too. Close the loop by checking in on what was next steps last time at the start of the next meeting to ensure progress happens.  This is especially helpful and important when you’re working to improve a disengaged or underperforming team member.

To do anything well, it takes effort, and one on one meetings with your team are no exception. However, with a little organization and good fundamentals, you can make the most of this crucial investment in your people.

one on one meeting template - get lighthouse logoRather than rely on a self made system, or a paper and pencil one on one meeting template, why not get all the benefits of software?

If you’d like help to build these kinds of habits and make the most of your one on ones without having to put in all the work yourself, then sign up for a free trial of Lighthouse.

Built with the best practices and research we’ve discussed today, combined with the benefits of software to remind, prepare, and structure your one on ones, Lighthouse helps you be the great leader you aspire to be.