One-on-one meeting template

How to use it

1. Create one note per person with "Use this template" and agree on the frequency (weekly or every two weeks).
2. Before each talk, copy the date block to the top and fill in the new date. The team member can add their own topics too.
3. During the talk, the manager listens more than speaks. Write down agreements with the name of whoever does them.
4. At the next talk, start with the agreements: tick what was done and decide what to do with the rest.

Tips

• The question "how are you, 1 to 5" sounds simple, but over months it shows trends nobody would say out loud.
• Feedback goes both ways: also ask what you, as a manager, could do differently.
• Set aside a few sessions per quarter only for growth and career, with no talk about tasks.
• If the 1:1 keeps turning into project talk, take those topics to the team meeting.

Privacy and trust

One-on-ones often touch personal matters. Agree with the person on what gets written down and let them read the note whenever they want. For sensitive topics such as health, conflicts or pay, it is better not to write them in the note: just record that the topic was discussed and follow the company’s official process.

Anyone with the note’s address can open it. Use a hard-to-guess name and, if you want, lock the note with a password. Never record formal reviews, health data or HR information in notes opened by link.