One-on-one
meetings (1:1)
MODULE «Communications and effective management routine»
Format 1: One-to-one
Once every 2 weeks ⏱ 30–45 minutes
Goal: tasks alignment, status, blockers and priorities check ups
Initiates: manager
Meeting structure
Format 1: One-on-one
Stage | The role of the leader | Role of the employee | Time |
Introduction | Asks for focus, sets up trust | Connect with the manager | 5 min |
Task status | Listens, clarifies, helps to understand blockers | Tells about the status of tasks and projects | 15–20 min |
Support and blockers | Asks clarifying questions, offers assistance | Raises issues, asks for support | 10-15 min |
Completion | Confirms priorities, summarizes | Clarifies expectations | 5 min |
Introduction
Goal: to tune in, set the tone, understand the employee’s focus
«How are you ?»
«How are your tasks ?»
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«What's top of your agenda right now ?»
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It is important to remember:
Phrases:
Start with interest, not control. This personal window is not just about work
Format 1: One-on-one
Task status
Goal: to understand progress, to identify priorities
What's going on ?
Where are the difficulties ?
What's burning ?
What can be taken out of focus ?
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Questions:
«What tasks have you completed in the last 2 weeks ?»
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«What is the most critical thing now ?"
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Phrases:
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It is important to remember:
Don't turn the meeting into a "report" - the goal is not control, but clarity
Format 1: One-on-one
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Support, help with priorities and blockers
Goal: To help with prioritization and identify where intervention or assistance is needed
What's the most important thing now ?
Where are you stuck ?
Who's stopping you ?
How can I help ?
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Questions:
«What projects are most important to achieving your goal ?»
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«What is your goal - let's check»
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Phrases:
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It is important to remember:
Don't offer help right away - listen first and clarify the context
Format 1: One-on-one
«What's stopping you from moving ?»
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«Where do I need your support to unblock the process ?»
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Round up
Goal: to agree on priorities and actions
«I confirm: your focus is 1-2-3»
«The next step is 1-2-3»
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It is important to remember:
Phrases:
Do not forget to record the agreements. Do not rely on memory
Format 1: One-on-one
Homework
Select the employee with whom you will soon have a meeting
Update important information about him/her - goals, projects, your expectations
Write down all the questions you have for the employee and structure them
them according to the presentation template
Set up a meeting with the employee and ask him / her to prepare: status of projects, questions, what kind of help is needed
Goal: To practice preparing for a meeting
Format 1: One-on-one
Format 2: Developmental one-to-one
Once a quarter ⏱ 60 minutes
Gole: employee development, reflection, set up/confirm individual development track
Initiates: manager
Meeting structure
Format 2: Developmental one-on-one
Stage | The role of the leader | Role of the employee | Time |
Introduction | Creates a framework, translates into a dialogue about development | Turns on, shares context | 5 min |
Retrospective | Leads through questions | Reflects, makes sense of experience | 20 min |
Feedback | Shares observations, asks the feedback | Gives feedback, requests feedback | 20 min |
Plans and growth | Guides, offers challenges | Defines interests and steps | 10 min |
Completion | Confirms follow up | Confirms understanding | 5 min |
Introduction
Goal: set the frame, exit the operating system
«Today I want to talk not about tasks, but about you and your development»
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It is important to remember:
Phrases:
Create an environment where it is safe to speak
Format 2: Developmental one-on-one
Retrospective
Goal: to reflect on progress, celebrate successes, and talk about difficulties
What happened ?
What was difficult ?
Where do you feel growth ?
What did you learn ?
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Questions:
«What would you give yourself as a plus for this period ?»
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«Why do you think you weren’t able to complete the task ?»
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Phrases:
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It is important to remember:
Don't rush to judge - listen first.
«What new things did you learn while completing this task ?»
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Format 2: Developmental one-on-one
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Feedback
Goal: To give and receive honest, relevant feedback
How do I help you ?
What support is missing ?
What do you want me to change about our work together ?
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Questions:
«I see your strengths here...»
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«You can get better results if you pay attention
attention to…»
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Phrases:
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It is important to remember:
Don't make excuses. Listen. Feedback is not an accusation, it's navigation
«Where can I be more useful to you ?»
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Format 2: Developmental one-on-one
Plans and growth
Goal: To focus development on next steps
What do you want to master ?
What task is a challenge for you ?
What are you willing to take on ?
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Questions:
«If you want to grow skills, this is where you can try»
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Phrases:
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It is important to remember:
Link growth plans to the next employee’s goals
Format 2: Developmental one-on-one
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Follow up
Goal: record plans and next steps
«Summary - you want to strengthen [ X], I will support you through [ Y]»
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It is important to remember:
Phrases:
Put this into the system (tracker, work plan). Revise them next time you have a developmental meeting with your employee
Format 2: Developmental one-on-one
Homework
Select the employee with whom you will soon have a meeting
Think about your feedback in advance - what you think he is doing well now, and what he needs to work on
Think of examples that will help you explain your choice
Think about tasks that can help the employee develop
Goal: To practice preparing for a 1-1 meeting
Be prepared to listen and adjust your plan
Format 2: Developmental one-on-one
Format 3: One-to-one with the leader
1-2 times a month (as aligned) ⏱ 30 - 60 minutes
Goal: Calibration of priorities, initiatives discussion, expectations alignment
Initiates: manager / employee
Manage your manager
Your effectiveness depends on clarity and alignment with the one who
sets the direction
If the contact with the manager is irregular, it is your job to initiate it
Even if the manager is busy, does not engage, or seems unavailable, this is
not an excuse, but a signal for proactivity
Regular meetings with your manager are your responsibility as well
Format 3: One-on-one with the leader
Manage your manager
Without regular priorities alignment, you may find yourself with vague
goals and expectations
The manager may not even know what you really do, which means
can neither support nor appreciate
Long-term absence of one-to-one always reduces engagement
and the quality of the results
Set up meetings, prepare an agenda, goals, questions for the discussion. This is the key to efficiency and development
Format 3: One-on-one with the leader
Your goal is not to wait, but to manage the interaction
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Meeting structure
Stage | Role of the employee | The role of the leader | Time |
Preparation | Prepare the agenda | Respond to agenda | |
Introduction | Indicates the purpose of the meeting | Turns on to help | 5 min |
Status and priorities | Shares results, risks, ideas | Clarifies, gives feedback | 20–30 min |
Questions / approvals | Offers, asks for feedback | Clarifies, sets directions | 15–20 min |
Completion | Confirms, follow ups | Clarifies expectations | 5 min |
Format 3: One-on-one with the leader
Introduction
Goal: To set the structure and purpose of the meeting
«I would like to discuss the focus of project X and set expectations
for Y»
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It is important to remember if the meeting is initiated by employee:
Phrases:
The leader is not always prepared. Initiative, structure and logic -
Is the responsibility of the employee
Format 3: One-on-one with the leader
Status and priorities
Goal: to show the progress of work, to highlight the important
My goal is…
Here are my priorities - ...
This is what has been done and the result is…
Questions:
This is where the difficulties arise and help is needed...
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It is important to remember:
Speak the language of business: result, risk, deadline, impact
Format 3: One-on-one with the leader
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Questions and approvals
Goal: To gain clarity and agreement
Are you aligned on my priorities ?
What is the most important project now ?
How can I solve a specific problem ?
Questions:
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It is important to remember:
It is necessary to align your understanding and the manager to make the necessary agreed changes to the plans
Format 3: One-on-one with the leader
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Completion
Goal: Confirm steps, clarify expectations
«So: focus on X, I’ll clarify Z, I’ll take A and B into work , I’ll confirm the deadline…»
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It is important to remember:
Phrases:
Make a follow-up: in mail, in a task tracker, in a personal notebook
Format 3: One-on-one with the leader
Homework
Ask your manager for a meeting and let him know the topic of the meeting in advance.
Prepare information for the manager
Prepare questions for your manager
Goal: To practice preparing for a meeting
Format 3: One-on-one with the leader