Understanding the Importance of 1:1 Meetings
If you ask people about their favorite meetings, weekly 1:1s aren’t usually at the top of the list. But they do matter—a lot. A 1:1 meeting is basically a regular, private chat between a manager and each team member. It helps both sides catch issues early, offer feedback, and connect on things you just can’t squeeze into big group meetings.
There’s plenty of upside for everyone. For managers, it’s a window into how things are really going. For employees, it’s a rare space to talk about goals, wins, and problems without feeling rushed. The trick is to make each 1:1 count, not just check a box on the calendar.
Preparing for a Successful 1:1
The first step? Don’t let 1:1s feel random or disposable. Set them at a regular time—maybe every week or every other week. Treat them as a fixture, not something you bump when things get busy.
Next, always have some sort of agenda. It doesn’t have to be a full spreadsheet, but a simple list helps everyone show up prepared. Sometimes, the employee brings topics; other times, the manager does. Either way, a loose structure means you spend less time awkwardly asking, “So…what’s up?”
Gathering information ahead of time—big updates, recent roadblocks, feedback from others—means you use your minutes together wisely. You won’t get caught off guard. And you show your team that you’re invested in what matters to them.
Creating a Comfortable Environment
It’s not just about when and what, but also where and how you meet. If you’re both in the office, book a spot away from distractions. For remote teams, try to make the video call a little more relaxed—no need for buttoned-up formality.
A good 1:1 feels more like two people having a real conversation. That means putting phones away, shutting your laptop, and giving each other your attention. When you’re distracted, people notice, and they won’t open up as much.
Managers who show genuine curiosity and kindness usually see employees talk more honestly. Trust takes time—consistency and a bit of patience help build it.
Focusing on the Employee
It’s easy for these meetings to get lost in task updates, but that’s not the main point. Ask questions that show you care about the person, not just the work. For example: “How are things outside work?” or “What’s been stressing you out lately?”
Then, shift to the professional stuff. You might ask about career goals or whether they’re learning what they hoped for. It’s often where people open up about things they wouldn’t bring up in a team call.
If you sense they’re worried or struggling, give them time to share. Not everyone is comfortable being direct at first. Sometimes it’s about what they don’t say, too.
Providing Constructive Feedback
Most employees want to know how they’re doing. Just saying “you’re doing fine” isn’t really helpful. It’s better to offer specific feedback—like, “Your last project report was clear and saved me time,” or, “I noticed the deadline slipped due to miscommunication with the team.”
Balance is important. Don’t only focus on what’s wrong. Recognize what’s going well, too. That keeps the conversation open and positive, instead of defensive.
If there’s an issue, discuss how to tackle it together. For example, if presentations are a struggle, you might suggest practice sessions or pairing up with someone who’s great at it.
Setting Clear Expectations and Goals
A good 1:1 isn’t just for chatting. It’s also where you line up on the basics—what’s expected, and what comes next. Review progress from the past week, talk about any hold-ups, and make sure you agree on what’s most important.
If new goals are needed, talk them through and write them down. Try to connect them to the bigger picture—how this work fits into what the team or company is aiming for. That helps people see why their role matters.
This step stops things from feeling repetitive. Each meeting ends with a clearer sense of direction.
Encouraging Growth and Learning
Most people want to get better at something, whether it’s public speaking, coding, or running a project. Use 1:1s to talk about the skills they want to build. Ask, “Is there something you’ve been wanting to learn or try?”
If your company has training, courses, or stretch projects, offer those up. Even just passing along a helpful article or video can spark new interest. When people know you care about their growth, they’re often more motivated.
Don’t forget to acknowledge progress. A simple “I noticed you handled that client call really well” goes a long way. People want to feel seen and supported.
Closing the Meeting Effectively
You don’t want to fizzle out at the end of a good 1:1. Recap the main points—what you talked about, agreed actions, or anything to revisit next time. This keeps both sides on the same page.
Clarify what happens next. Maybe one person will follow up with an email, or you’ll check in about that new goal next week. Write it down if you need.
Before signing off, a quick “thanks for your time today” or just saying you appreciate their honesty goes a long way. It keeps the vibe friendly, not just transactional.
Evaluating and Improving the 1:1 Process
Now and then, ask how 1:1s are feeling. “Is this working for you? Should we tweak the format or timing?” A little feedback makes sure you aren’t missing something obvious.
If meetings always stretch long or get off track, see where you can tighten up. Or, if people feel rushed, maybe you need more time or a different slot in the day.
Some teams find it useful to check for resources and tips online. For a range of real experiences and ideas on improving 1:1s, take a look at this collection of best practices.
Overcoming Common Challenges in 1:1s
A lot of managers say their biggest issue is time. There are always urgent fires to put out, right? But cancelling 1:1s sends the message that your team isn’t a real priority. Even a short, ten-minute check-in can be valuable if you’re crunched.
Difficult conversations come up, too. Maybe someone is underperforming, or there’s a serious disagreement. In those cases, clear and honest talk is better than avoidance. Preparing a few notes ahead of time can help keep things from going off the rails.
Another challenge is being fair. People are different—some talk more, some stay quiet. Try to give everyone equal attention over time. If you notice you’re always spending more time with one person, check your calendar and adjust where you can.
Bonus Tips: Using Technology and Keeping Records
These days, virtual 1:1s are everywhere. Use good video tools and try to keep distractions to a minimum, even from home. A shared doc or note for your agenda makes things smoother.
It’s smart to jot down decisions, follow-ups, or feedback in a safe spot (not the company group chat). That way, you don’t forget, and you can track progress over time. It also helps if you ever need context for a future promotion or review.
Wrapping Up: Making 1:1s Work for You
There’s no perfect recipe for a great 1:1, but making it a habit is half the battle. Focus on listening more than talking. Balance personal check-ins with practical topics.
1:1s don’t have to be a chore. Done well, they can boost trust, keep teams aligned, and make the job just a little bit better. If you treat these meetings as real conversations, people notice—and in most cases, they really do appreciate it.