1-on-1 Meeting

A 1-on-1 meeting (also written as 1:1 meeting) is a scheduled, private conversation between two individuals—typically a manager and a direct report. These meetings are designed to provide a focused space for personalised feedback, support, coaching, and problem-solving. Unlike team meetings, 1-on-1s encourage open, confidential dialogue tailored to the individual's needs, helping strengthen the manager-employee relationship.

Purpose of 1-on-1 Meetings

The core purpose of a 1-on-1 meeting is to build trust, improve communication, and support continuous employee development. Common goals include:

Performance and development – Review progress, set goals, and identify growth opportunities.
Feedback and coaching – Provide constructive input and actionable advice.
Problem-solving – Address challenges early to prevent escalation.
Relationship building – Foster stronger connections and mutual understanding.

Key Benefits

Improved communication
1-on-1s create a safe, two-way communication channel, helping uncover concerns and align expectations.

Increased employee engagement
Employees who feel heard and supported are more motivated and engaged at work.

Enhanced performance
Ongoing feedback and coaching enable individuals to improve and achieve their goals.

Stronger relationships
Regular, meaningful conversations build trust and promote collaboration.

How Often Should 1-on-1 Meetings Take Place?

Frequency: Weekly or fortnightly is typical, depending on team dynamics and workload.
Duration: Sessions usually last 30–60 minutes.

Consistency is key. A regular cadence helps maintain alignment and keeps communication flowing.

How to Run an Effective 1-on-1 Meeting

1. Prepare ahead
Set a clear agenda to guide the conversation. Review previous notes to track progress and follow up on action items.

2. Listen actively
Focus fully on the discussion. Use open-ended questions and demonstrate empathy to foster honest dialogue.

3. Follow up
Document key takeaways and assign clear action points with deadlines to ensure accountability.

Tools and Techniques

Scheduling tools
Platforms like Google Calendar, Microsoft Teams, or dedicated meeting apps help manage time and track outcomes.

Feedback frameworks
Use structured methods such as Start, Stop, Continue to deliver feedback clearly and constructively.

Goal-setting approaches
Apply frameworks like SMART (Specific, Measurable, Achievable, Relevant, Time-bound) to define and track goals effectively.

Common Challenges and How to Overcome Them

Scheduling conflicts – Use recurring calendar invites and shared calendars to reduce friction.
Lack of engagement – Encourage employees to contribute to the agenda for more meaningful discussions.
Avoiding difficult topics – Build trust and approach sensitive issues with empathy and a solution-focused mindset.

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