1:1 meeting template for managers

Do you have a thoughtful process in place for 1:1 meetings with your direct reports? If not, you might fall into the trap of using the time to run through your employees’ to do lists. 
While getting status updates on important projects is important, checking in on tasks shouldn’t be the only focus of your 1:1 meetings.

This 1:1 template will ensure you’re asking the right questions to effectively support and coach your employees. Best of all, this template works in Asana, Excel, or even a plain ol’ Google Doc.

Get the most out of your 1:1 meetings

Download our free template, and start running more effective 1:1 meetings, customized to employees’ behavioral type.

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Why effective 1:1 meetings are essential

These regular, dedicated discussions go beyond daily task management, offering a crucial space for individualized coaching, feedback, and support. They serve as a cornerstone for fostering strong manager-employee relationships and driving overall team success, with impact felt in:

• Employee engagement and morale: Consistent 1:1s demonstrate that managers are invested in their direct reports’ well-being and growth, leading to higher job satisfaction and motivation. This dedicated time allows employees to feel heard and valued, which directly contributes to a positive work environment and improved morale.
• Early identification of challenges: By providing a safe and regular forum for communication, 1:1s enable managers to proactively identify potential roadblocks, interpersonal issues, or performance concerns before they escalate. This allows for timely intervention and problem-solving, minimizing negative impact on productivity and team dynamics.
• Career growth and skill development: These meetings are ideal for discussing long-term career aspirations, identifying skill gaps, and collaboratively setting development goals. Managers can provide guidance, recommend resources, and create opportunities for employees to expand their capabilities, ultimately contributing to their professional advancement and the organization’s talent pool.
• Stronger manager-employee relationships: The consistent, personalized interaction inherent in effective 1:1s builds trust, mutual respect, and open communication between managers and their direct reports. This stronger bond facilitates more honest feedback, better understanding of individual needs, and a more collaborative approach to work. When employees feel understood and supported by their managers, it creates a more productive and resilient team.

Benefits of using a structured 1:1 template:

1. Save time and ensure consistency.

A template provides a ready-made structure, eliminating the need to craft an agenda from scratch for each meeting. This consistency ensures that all crucial topics are covered regularly.

2. Facilitate goal alignment and progress tracking.

 By including sections for goals and action items, a template helps both managers and employees stay aligned on objectives and track progress effectively over time.

3. Balance tactical updates with development conversations.

A well-designed template guides the conversation beyond just task updates, ensuring dedicated time for discussing career growth, feedback, and skill development.

4. Build trust by giving employees space to share.

A structured agenda demonstrates that the meeting is for the employee, creating a predictable and safe environment for them to bring up concerns, ideas, and aspirations.

5. Drive accountability with clear follow-ups.

Templates often include spaces for documenting action items and deadlines, which helps ensure that commitments made during the meeting are followed through, fostering a culture of accountability.

Download your free 1-on-1 meeting template

What’s included:

• Pre-built 1:1 agenda for your next meetings.
• Suggested conversation topics and questions.
• Editable format in Asana, Excel, and Google Doc for easy customization.

Example agenda for a productive 1-on-1

• Include a high level recommended agenda, such as: Discussion of individual goals and priorities: What are your direct report’s key objectives and priorities for the week/month? How do these align with team and organizational goals?
• Review of recent achievements and challenges: Celebrate successes and discuss any obstacles or roadblocks encountered. What support do they need to overcome these challenges?
• Open forum for feedback and concerns: Provide a safe space for employees to share feedback (upward and downward), voice concerns, and ask questions.
• Discussion of professional development: What are their long-term career aspirations? Are there any skills they want to develop or resources they need?
• Action items and next steps: Clearly define follow-up tasks, responsibilities, and deadlines to ensure accountability and progress.

Common pitfalls to avoid for managers

One of the most common mistakes managers make is going into a 1:1 meeting without a predefined agenda or clear purpose. This often leads to unstructured conversations that drift aimlessly, focusing on immediate tasks rather than strategic development or addressing deeper concerns. Without a roadmap, these meetings can feel like a waste of time for both parties, diminishing their perceived value and making employees less likely to engage meaningfully in the future.

Cancelling or deprioritizing 1:1s

Frequent cancellations or rescheduling of 1:1 meetings send a clear message to employees: their dedicated time is not a priority. This inconsistency erodes trust and can make direct reports feel undervalued and unheard. When 1:1s are constantly deprioritized, employees may become less willing to bring up important issues or discuss their development needs, leading to missed opportunities for coaching and support.

Manager dominating the conversation

Effective 1:1s are a two-way street, but often managers fall into the trap of doing most of the talking. This can stem from a desire to provide updates, offer solutions, or simply fill uncomfortable silences. However, a manager-dominated conversation prevents employees from expressing their thoughts, concerns, and ideas. It hinders open communication, discourages initiative, and limits the manager’s ability to truly understand their direct report’s perspective. Active listening and encouraging the employee to lead the discussion are crucial for a productive exchange.

Skipping follow-ups

A 1:1 meeting isn’t complete until action items are addressed. Skipping follow-ups on commitments made during the meeting undermines accountability and can leave employees feeling frustrated and unheard. Whether it’s providing a requested resource, checking in on a new goal, or circling back on a challenge, failing to track progress and revisit commitments devalues the purpose of the meeting and can hinder both individual and team progress.

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