One on one meeting notes template to help you run better reviews with your employees
Wondering what structure to use for more effective one-on-one meetings with your team members? Try to use this template as the basis to build the agenda that works best for your team. The most common failure with 1-on-1 notes is starting from a blank page each time: action items agreed last meeting quietly disappear because nobody carries them forward. Keep a running list of open items across meetings, not just a form for one session, so nothing agreed gets lost.
Why are one on one meetings important?
Having regular 1-on-1 meetings is important because regular performance reviews help identify issues, challenges and areas that the manager and employee can improve on, in a timely manner. It also provides opportunities for the managers to show how the teammate’s contribution is valued by the team and build a culture of appreciation.
By listening to team members’ feedback openly, it also helps to strengthen relationships and build rapport and trust between managers and their team members. This, in turn, helps improve performance and development for the whole team.
Tips on running effective 1-on-1 meetings
1. Have an agenda but keep it flexible at the same time
Having an agenda helps to remind you of the important points that you should not miss in the 1-on-1 meeting, but the conversations should be kept flexible enough to accommodate the topics that are top of mind for both of you.
2. Consider going to some casual places if appropriate
The one on one meeting doesn’t have to be held at the office all the time. Sometimes having the meetings outside of the formal office settings can help your team member feel more comfortable discussing certain topics. Consider going for a coffee chat or a breakfast meeting.
3. Listen actively and be open-minded
The key thing for managers during the 1-on-1 meeting is that the meeting should be interactive, and instead of the manager doing most of the talking, the manager should take the time to let the team member share his/her thoughts and concerns. And the meeting is not just about the manager giving feedback to the team member: the team member should give feedback to the manager on his/her management style and how he/she can be a better manager as well. Listen to the feedback with an open mind and show the employee that you are open to upwards feedback.
4. Show appreciation
As a manager, it’s natural for you to want to tackle the challenges and remove roadblocks that are impeding the progress of your team. But instead of devoting all of the time to talk about negative issues, try to show appreciation for what went well too. Don’t forget having good team morale is a key to team productivity.
5. Show concrete examples when discussing areas for improvement
When discussing areas for improvement, always provide concrete examples so that the conversation stays objective but not personal. To help ease the negativity, when discussing the issue, try to focus on finding a solution instead of focusing on what went wrong. Set clear action items and goals (best with measurable metrics) so the employee can understand your expectations clearly and as a manager, you should also try your best to provide support and guidance to help the team member.
More examples of questions to discuss in 1:1 meetings
- Do you still enjoy working here? If yes, what are the best parts?
- Is there anything that you currently have to do but are not enjoying?
- What are things that you would like to contribute more to?
- What are your biggest time wasters right now?
- What projects have you worked on recently that you enjoyed most?
- Do you think what you are doing here aligns with your personal goals?
