The Manager's Checklist for Effective 1-on-1s

1) Set the context 🗨️

Make sure your staff member is clear on the purpose & benefits of 1-on-1s. This can help them to understand the value & dedicate the appropriate amount of focus.

Ask your staff member to consider what they’d like to get out of the 1-on-1s, & how you can both work together to ensure the meetings are valuable.

Let the staff member know the duration & frequency of the 1-on-1s & set a recuring meeting invite. They should take place weekly or bi-weekly for 1 hour maximum. The important thing is to maintain a regular frequency.

Agree on an overall structure of the 1-on-1, whilst still allowing room to deviate if something comes up that you/they would like to discuss.

Agree where & how you’ll meet. Whilst it’s ok to carry out 1-on-1s virtually from time to time, you should schedule them for a day when you’re both in the office. In-person interactions allow for more natural & meaningful discussions. Either way, always ensure that the space allows for privacy & confidential conversations. If holding remotely, cameras on!

2) Prepare in advance ✅

Have an agenda for each meeting. This will help to keep the 1-on-1 on track. As the manager, you will have input over key areas of discussion for the meeting. But it’s also important to encourage the staff member to come prepared with work updates, questions, challenges etc.,

Consider any achievements that should be recognised or any feedback you might have for your staff member. Practice how to phrase your feedback.

3) Create the right environment🌱

Set the tone. Be punctual (where possible) & warm from the moment you join the meeting. Remind them that this is their time.

Stay present. Remove any distractions – silence phones & set your laptop to ‘do not disturb’.

Ask open-ended questions. Stay focused on the staff member & actively listen. Seek clarity where necessary to ensure understanding.

4) What to cover in the meeting 🗣️

Start by asking how they’re doing, & do an overall work check-in.

Confirm the agenda – make sure you’re aware of any points that they’d like to cover.

Ask them to provide you with an update on any action points from the previous 1-on-1.

Ask if they have any highlights from the week. Use this opportunity to praise them for any recent achievements or instances where they’ve added value.

Ask if they have any concerns or are experiencing any challenges/roadblocks. Is any additional support needed?

Ask follow-up questions if further clarity or understanding is needed on a particular point (see slide 14 of the 1:1 training deck for a bank of example questions).

From time to time, ask for feedback on your role as a manager, using questions like ‘what is working well?’, ‘what is one thing I can do differently?’, or ‘what could I do more/less of?’.

Don’t forget the personal touch! ‘what are you up to this evening?’, ‘do you have any plans for the weekend?’, ‘any holidays coming up?’.

5) Recap/follow up 🔄

Use the last 5 minutes to recap the meeting & agreed-upon actions for each person to follow up on.

Take some brief notes of key points & actions that you can refer back to if needed.