Systems That Matter: The Best 1:1 Template For Meetings

Hi 👋

Welcome to Build Things That Matter, where you will receive weekly tips on developing the mindsets, systems, and skills that matter to create a lasting, positive impact on your business.

Today, you’ll get the #1 template for 1:1 meetings. (I’ve tried dozens, and it’s really the best)

Whatever you call them - one-on-one meetings, 1:1s, 1 2 1s, one-on-ones, check-ins—I believe these meetings are among the most powerful tools we have as leaders. 

Many of the best leaders also feel passionate about 1:1s because of the value they get from them.

Whether you're a team or 2 or 200, a good 1:1 system can help you:

• Build strong relationships with team members 

• Support better engagement, productivity and reduced turnover

• Fix low morale issues quickly

• Provide real-time coaching and feedback

• Fill knowledge gaps during remote work 

• Clarify expectations 

• Keep you moving in the right direction

• And more!

Over the last decade, I’ve tried dozens (literally) of 1:1 templates and finally found one I’ve been using for the last five years. It’s simple, and it’s effective.

THE SYSTEM

Before I dive into the structure of the meeting, it’s important to land on a few decisions upfront.

1. Choose the right frequency for each person on your team.  

   • Some team members could benefit from more frequent 1:1s than others, depending on factors like their tenure at the org or the complexity of their role. I recommend weekly (or biweekly at a minimum)

2. Get the logistics right.

   • Schedule 1:1s for 60 minutes so you have enough time to cover everything on your agenda and discuss topics in depth. (It’s always easier to end earlier if needed than to find more time.)

   • Reschedule, don’t cancel. 

     • If you’re not meeting consistently (every 2 weeks at least), find time to reschedule if a date or time doesn’t work.  

   • Host these meetings in a private space or take the call from a private area

     • Confidential items often arise, and you might receive or provide constructive feedback. Knowing other team members aren’t listening helps create a safe space.

   • Set up recurring meetings in your calendars.

     • Knowing when these meetings will happen builds a rhythm and helps hold you both accountable to what you discussed last time, as you know you’ll be regrouping on XYZ date and time. 

3. Set expectations for the meeting.

   • Setting expectations is important at your first meeting - especially if you want to follow a new format. Some expectations to set:

     • 1:1s should be your team members’ meetings. They are accountable for completing the agenda and setting the tone for each meeting.

     • Your goal is to help them prioritize, unblock, learn and make good decisions, not to set the agenda.

“The key to a good one-on-one meeting is the understanding that it is the employee’s rather than the manager’s meeting.”

— Ben Horowitz

The Meeting Template

• How’s everything going?: Pulse-check for energy, projects, and life outside of work (5% of the meeting)

• Agenda Items: Priorities since last met, things that went well, roadblocks & areas for input, upcoming priorities & admin/anything else  (85% of the meeting)

• Manager’s talking points: Information to cascade down, recognition, and feedback (10% of the meeting)

Download as a Google Docs Template | Notion Template

WHY IT WORKS

Here's why this template and format for 1:1’s works so well:

• Focus on the Employee

  → By making it the employee's meeting, you empower them to take ownership of their development and work. This approach helps build autonomy and accountability.

• Comprehensive Check-ins

  → The initial pulse-check at the beginning of each meeting sets the tone for an open and honest discussion. It allows you to gauge the overall well-being of your team members, both professionally and personally.

• Structured Agenda

  → The detailed agenda ensures that all critical areas are covered. This structure helps identify what’s working, what’s not, and what needs immediate attention.

• Clear Communication

  → Regularly discussing roadblocks and areas for input encourages transparency. It also helps quickly address issues before they escalate, fostering a culture of continuous improvement.

• Forward-looking Focus

  → Emphasizing upcoming priorities and actions ensures that the meeting is not just a review of the past and also a planning session for the future. This keeps both the manager and the employee aligned on goals and expectations.

By implementing this template, you're not just holding 1:1’s— you’re creating opportunities for growth, problem-solving, and connection.

It’s these small, consistent actions that drive big changes.

Until next week, let’s keep building together 🫶🚀

Mel

P.S. If you use any tip from my newsletter and want to share how it goes, what’s challenging, or any questions you have, reply and send me a note. I read every email and would love to hear from you!

P.P.S. Building things is hard, and we need more people to do it. If you enjoyed this newsletter, consider forwarding it to a friend. Thanks in advance!

If you’re looking for more bite-sized weekly tips, you can follow me on LinkedIn.

If you want to dive deeper, you can work with me for 1:1 coaching.

Forwarded this message? Sign up here.