The Ultimate One-on-One Meeting Checklist [2024]

Effective one-on-one meetings are crucial for maintaining strong relationships between managers and employees, fostering professional growth, and ensuring alignment within organizations. This comprehensive guide provides a detailed checklist and best practices for conducting productive one-on-one meetings in 2024.

Pre-Meeting Preparation

Scheduling and Logistics

• Establish a recurring calendar event at a consistent time to facilitate regular 1:1 meetings between a manager and their direct report
• Choose an appropriate private location or consider alternative settings (e.g., walking meetings or coffee chats)
• Block out adequate time for the meeting, typically 30-60 minutes

Agenda Creation

• Create a shared document or use a collaborative tool for meeting agenda planning
• Set a deadline for both parties to submit agenda items (at least 24 hours before the meeting)
• Include the following key elements in the meeting agenda:

1. Personal check-in or ice breaker
2. Review of previous action items
3. Employee’s agenda items
4. Manager’s agenda items
5. Current projects and challenges
6. Feedback and recognition
7. Career development and goals
8. Next steps and action items

• Prioritize topics and include rough time estimates for each item

Manager's Preparation

• Review notes and action items from previous meetings, including those from the past week
• Prepare specific questions and talking points
• Gather relevant performance data or project updates
• Plan for any feedback or recognition to be shared

Employee's Preparation

• Reflect on accomplishments, challenges, and goals in your day-to-day work since the last meeting
• Prepare questions or topics for discussion
• Consider long-term career aspirations and development opportunities to discuss

During the Meeting

Opening the Meeting

• Start with a personal check-in to build rapport
• Briefly review the agenda and confirm priorities
• Ask if there are any last-minute additions or changes to the agenda

Discussing Employee's Agenda Items

• Begin with the employee's topics to demonstrate that their concerns are a priority
• Use open-ended questions to encourage deeper discussion
• Practice active listening, allowing the employee to express their thoughts fully

Providing Constructive Feedback and Recognition

• Offer specific, timely feedback on recent performance or behaviors
• Recognize accomplishments and efforts since the last meeting
• Discuss areas for improvement constructively, focusing on growth opportunities and ensuring that constructive feedback is a two-way street. This helps create a psychologically safe environment where both parties can share insights without fear of repercussions.

Reviewing Progress and Goals

• Check on progress toward previously set goals and incorporate performance reviews to provide structured feedback
• Discuss any challenges or roadblocks hindering progress
• Adjust goals or create new ones as needed

Addressing Challenges and Problem-Solving

• Explore any current difficulties both the employee and manager are facing
• Brainstorm potential solutions together
• Identify resources or support needed to overcome obstacles

Professional Development Discussion

• Inquire about the employee's long-term career aspirations
• Explore potential learning opportunities or skill development needs
• Discuss how current projects align with career goals

Manager's Agenda Items

• Share any relevant updates from leadership or other departments
• Discuss upcoming projects or initiatives that may impact the employee and their direct reports
• Address any performance concerns or expectations

Note-Taking and Action Items

• Take concise notes on key discussion points
• Create clear, actionable items with assigned responsibilities
• Set deadlines for follow-up tasks

Closing the Meeting

• Summarize key takeaways and decisions made during the meeting
• Confirm next steps and action items for both parties
• Schedule any necessary follow-up meetings or check-ins, including a separate meeting for tactical issues or status updates

Post-Meeting Actions

Follow-Up Communication

• Send a recap email with action items and key takeaways within 24 hours
• Include any resources or information promised during the meeting

Documentation and Record-Keeping

• Update employee records or performance management systems if needed
• Store meeting notes in a secure, accessible location for future reference

Reflection and Improvement

• Evaluate the effectiveness of the meeting
• Identify areas for improvement in future one-on-ones
• Begin planning topics or questions for the next meeting

Action Item Execution

• Begin working on assigned tasks or action items promptly
• Set reminders for upcoming deadlines or follow-ups

Best Practices for Engaging One-on-One Meetings

Create a Safe and Open Environment

• Maintain confidentiality to build trust
• Encourage honest, two-way communication
• Schedule regular one-on-one time to foster better communication and productivity
• Be receptive to feedback and concerns

Focus on the Employee

• Make the meeting primarily about the employee's needs and development
• Listen more than you speak as a manager
• Show genuine interest in the employee's professional and personal growth

Balance Structure and Flexibility

• Maintain a consistent meeting format for familiarity
• Allow room for impromptu topics or urgent concerns
• Adapt the meeting style to suit individual preferences, such as incorporating a standing meeting to create a more relaxed and open environment

Encourage Two-Way Feedback

• Create an environment where both parties feel comfortable giving and receiving feedback
• Ask for feedback on your management style and support
• Discuss both positive recognition and areas for improvement

Vary Discussion Topics

• Alternate between short-term operational issues and long-term strategic discussions
• Cover a mix of work-related and personal/career development topics
• Use thought-provoking questions to stimulate deeper conversations

Minimize Distractions

• Turn off phone notifications and close unnecessary computer applications
• Give your full attention to the employee during the meeting
• If the meeting is virtual, use video when possible to maintain engagement

Track Progress Over Time

• Maintain a record of discussion points and action items from previous meetings
• Use this information to monitor long-term progress and identify recurring themes
• Celebrate achievements and milestones reached since previous meetings

Be Consistent and Reliable

• Stick to the scheduled meeting times as much as possible
• Avoid canceling or rescheduling frequently
• If a meeting must be moved, communicate proactively and reschedule promptly

Tailor the Approach

• Adapt your communication style to suit each employee's preferences
• Be flexible in adjusting the meeting format or frequency based on individual needs
• Seek feedback on the effectiveness of your one-on-one meetings and be willing to make changes

By following this comprehensive checklist and implementing these best practices, managers can ensure their one-on-one meetings are productive, meaningful, and supportive of employee engagement and development. Regular, well-structured one-on-ones contribute to stronger working relationships, improved performance, and a more positive organizational culture.