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One-on-One Meeting Template and Prep

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Structure recurring one-on-ones for managers and reports.

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Create a one-on-one meeting structure and prep for a [MANAGER_OR_REPORT] relationship. Roles and context: [ROLES_AND_CONTEXT]. Frequency and length: [FREQUENCY_AND_LENGTH]. Current topics, concerns, or goals: [CURRENT_TOPICS].

Use this format, shown as an example agenda for a 30-minute weekly meeting:
- Minutes 0 to 5, check-in: "What's on your mind this week?" Listen first.
- Minutes 5 to 15, their agenda: topics the report brings (blockers, questions, ideas). The manager mostly asks questions.
- Minutes 15 to 22, work and priorities: progress against goals, upcoming deadlines, decisions needed.
- Minutes 22 to 27, growth and feedback: one growth topic per month; feedback in both directions with specific examples.
- Minutes 27 to 30, wrap up: actions with owners; what to carry to next week.

Now produce: (1) a shared document template with sections for agenda, notes, actions, and long-term topics; (2) a prep checklist for each person (5 minutes); (3) 25 questions grouped by purpose (work, energy, career, relationship, feedback) with an example of a good follow-up for each group; (4) ground rules (not canceled lightly, report owns the agenda, confidential); (5) what to do when one-on-ones feel like status updates; (6) a monthly deep-dive and quarterly career conversation outline. Avoid advice that crosses into HR or legal matters without suggesting where to go.

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Shared document template
Date | Their agenda | My agenda | Notes | Actions (owner, date) | Parking lot
Prep checklist (5 minutes): review last actions; write one topic; note one piece of feedback.
Questions (work): "What's getting in your way this week?" Follow-up: "What would unblock it?"
Questions (energy): "What gave you energy this week?" Follow-up: "Can we get more of that?"
Questions (career): "What skill would you like to build this year?"
Ground rules: not cancelled lightly, report owns the agenda, confidential unless safety or legal.
When it feels like a status update: move updates to a written note and spend the first ten minutes on the report's topics.
Monthly deep dive and quarterly career conversation outlines included.

• one-on-one
• management