What is a One-on-One Meeting Template?
A one-on-one meeting template gives managers a consistent structure for regular check-ins with direct reports, covering progress, blockers, and career development in a recurring, focused conversation.
One-on-One Meeting Template
1:1 — [Manager Name] & [Report Name] — [Date]
Wins since last check-in
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-
Current blockers
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Feedback
Manager to report:
Report to manager:
Career & growth
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Action items for next check-in
- [ ] [Action] — Owner: [Name] — Due: [Date]
- [ ] [Action] — Owner: [Name] — Due: [Date]
Step-by-Step Guide to Writing a One-on-One Meeting
Writing a one-on-one meeting well comes down to following a clear process. Here's how to approach it:
Step 1: Define the Objective
Before building a one-on-one meeting, get clear on exactly what outcome it needs to support, so every section you include earns its place.
Step 2: List the Key Sections or Stages
Break one-on-one meeting down into its natural stages or categories. This structure is what makes it reusable, rather than something you have to rebuild from scratch each time.
Step 3: Add Specific, Actionable Fields
Within each section, list out the specific details, fields, or action items needed, rather than leaving broad, open-ended prompts. Specific fields are what make one-on-one meeting fast to fill in and consistent to use.
Step 4: Assign Ownership Where Relevant
If one-on-one meeting involves multiple people or steps over time, be clear about who owns each part. This is especially important for anything used across a team rather than by one person alone.
Step 5: Test It on a Real Case
Run one-on-one meeting against a real, current example before rolling it out more broadly. This is usually where you catch missing fields or unclear instructions.
Step 6: Refine and Roll Out
Adjust one-on-one meeting based on what you learn from the test run, then share it with the wider team along with a short note on when and how to use it.
Format tips
Keep a running shared document per report rather than starting fresh each time; the value compounds when both people can see patterns across months.
FAQs
How often should one-on-ones happen?
Weekly or biweekly is standard for most teams; monthly works for very senior or highly autonomous reports.
Who should own the one-on-one agenda, manager or report?
Best practice is to let the report set most of the agenda, with the manager adding a few standing items like goals and feedback.
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