Template

One-On-One Meeting Template

Global HR

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One-on-one meetings are one of a manager’s most powerful tools. Done right, they build trust, uncover roadblocks, and accelerate employee growth. Done poorly, they turn into repetitive status updates, or worse, a time sink that neither side finds valuable.

For busy managers, it’s easy to slip into unstructured, inconsistent 1:1s that leave employees feeling unheard and disengaged. Without a clear framework, key conversations around development, goals, and wellbeing get missed.

This one-on-one meeting template gives managers a structured, flexible framework to get the most out of every touchpoint.

One on one meeting template overview

With conversation starters, prep tips, and discussion points for career growth, goal alignment, and wellbeing, this template helps you:

Make one-on-one meetings more meaningful and consistent
Balance employee-led discussion with manager guidance and constructive feedback
Uncover roadblocks before they impact performance
Keep career goals and career development top-of-mind alongside immediate priorities
Ensure every meeting ends with clear next steps

Who is this template for

Managers who want to run impactful 1:1s without spending hours preparing
HR leaders looking to improve manager-employee relationships at scale
Team leads who want a simple framework to build trust and accountability

How to use this template

This template is designed as a flexible guide. Not every section needs to be covered in every meeting. Instead, think of it as a modular toolkit.

You don’t need to cover every section in the template in a single meeting
Prioritize each one-on-one meeting agenda on the area(s) most relevant for the specific week/fortnight/month, etc.
Rotate focus areas over time (e.g., one meeting focuses on career development, and another meeting on quarterly planning)
Keep the conversation two-sided: balance manager guidance with active listening
End every meeting with clear next steps or follow-up actions to build continuity

Don’t let one of your most important people-management tools go to waste. Grab a copy of this template to turn every one-on-one into a real driver of engagement and growth.

FAQs

What is the purpose of a 1 on 1 meeting?

The purpose of a 1 on 1 meeting is to build a consistent, safe space where managers and employees:

Align on priorities and expectations
Share mutual feedback
Support personal and professional growth
Strengthen the employee-manager relationship

Done right, 1:1s are one of the most high-impact rituals for people management.

What should be discussed in a one-to-one?

A well-rounded 1:1 conversation covers:

Tactical topics: Current projects, blockers, deadlines
Strategic feedback: Manager and peer input, recognition
Team dynamics: Collaboration, communication, morale
Career development: Learning goals, stretch projects
Support needs: What the employee needs from leadership

How long should 1 on 1 meetings be?

30–45 minutes is a standard length for 1:1 meetings. This is long enough to discuss meaningful topics but short enough to stay focused. Depending on the team’s size and role complexity, a weekly or bi-weekly cadence is ideal.

What is the best format for a 1 on 1 meeting?

The ideal format balances structure and flexibility, ensuring space for both tactical updates and personal connection:

Check-in: Start with a personal or professional “how are you?”
Employee-led topics: Let the employee share progress, concerns, or ideas
Manager updates: Share feedback, company news, or guidance
Growth and development: Discuss long-term goals or learning
Wrap-up: Recap key takeaways and set next steps or action items

What do you ask employees during a one on one?

Use open-ended, reflective questions:

What’s going well at work right now?
Any blockers or challenges I can help with?
What’s something you’ve learned recently?
Where do you feel most or least confident?
Is there anything you’d change about how we work?

These spark dialogue, not just updates.

How do you structure 1:1s as a manager?

Effective 1:1s follow a repeatable but dynamic agenda:

Begin with a light check-in (workload, wellbeing)
Move to employee-led agenda items
Introduce manager updates (feedback, changes, praise)
End with a focus on development (skills, aspirations)
Document action items to track progress

Are one-on-one meetings effective?

Absolutely, one on ones are effective when consistent and intentional. They:

Strengthen manager-employee trust
Surface issues before they escalate
Improve morale and retention
Provide ongoing performance feedback
Allow tailored coaching and development

What is another name for a 1 on 1 meeting?

Terms used interchangeably include:

One-to-one
Check-in
Touchpoint
Individual sync
Performance conversation

In HR tech platforms, it might appear as a “manager check-in” or “growth conversation.”

What is a 1:1 template?

A template helps guide discussion and track consistency. It usually includes:

Meeting date/time
Wins and highlights
Current challenges
Topics to discuss
Development or feedback points
Follow-ups or next steps

How do you start a 1 on 1 meeting with an employee?

The best way to start a 1 on 1 is to start human. A simple “How has your week been?” or “Anything new outside work?” helps build rapport. Avoid diving directly into tasks. This meeting is a chance to connect, not just check boxes.

Do managers really need 1:1 meetings with every team member?

Yes, managers do need to hold 1:1s with every team member, especially in remote or hybrid teams. Even 20 minutes every two weeks can:

Reduce misalignment
Build loyalty and psychological safety
Help managers detect burnout or disengagement early

Skipping them too often risks making employees feel undervalued or invisible.