Manager 1:1 Template
Shared 1:1 doc maintained with agenda, notes, action items. Career conversations cadenced separately. Format check quarterly.
Before you start
- 1:1 cadence established (weekly or biweekly typical)
- Doc tool for shared notes
- Manager training on running 1:1s
- Prior 1:1 notes
- Recent work updates and blockers
- Career development conversation cadence
The steps
- Pull last 1:1 notes and outstanding action items — Open the running 1:1 doc. Review: open action items from last meeting, any items the report flagged. Brief refresh of context — not 'how was your week' as the opener.
- Pre-build agenda from both sides — Share the doc 24h before. Both manager and report add agenda items. Common buckets: their topics first, your topics second, action items closure, career development cadence. Pre-built agenda beats winging it.
- Lead with the report's agenda items — Their topics first signals 'this is for you, not for me'. Manager status updates can wait or skip. 1:1s for status are wasted time — those should be async.
- Probe for what's not on the agenda — Ask: 'What's on your mind that you haven't said?' or 'How are you, really?' Not always answered, but signals openness. Follow up if anything seems off.
- Cover career development on a regular cadence — Don't fold career into every 1:1. Once a month or quarterly, dedicate 1:1 to career: skills, growth, aspirations, where they want to be in 1-2 years. Career conversations get crowded out without explicit allocation.
- Capture action items live — Type action items in the doc as they emerge. Owner and date for each. Don't end the 1:1 without 1-3 concrete action items captured. Ambiguous 'follow ups' don't follow up.
- End with a check on cadence and format — Every quarter or so, ask: 'Is this 1:1 cadence working for you? Different format helpful?' 1:1s atrophy if format never changes. Adjust to needs.
If it goes wrong
1:1s feel like status meetings
Status is async. 1:1 is for context, growth, and the things that don't fit other meetings. If you can email it, don't 1:1 it.
Action items pile up undone
Track in a single tool (doc or task tool). Review at start of next 1:1. If items pile, the 1:1 is overcommitted — fewer items, completed.
Manager talks 80% of the time
Self-check: did I ask more than I said? If the report is quiet, lean toward asking. Coaching is the orientation.
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