One-on-one meetings are one of the most important tools in a manager's toolkit. When done well, they build trust, improve performance, and create stronger working relationships. Here are five essential tips to make your 1:1s more effective.

1. Prepare with Purpose

Don't wing it. Come prepared with a clear agenda, but let your team member drive the conversation. Ask about their priorities, challenges, and wins from the previous week.

What to prepare:

• Review their recent work and accomplishments
• Think about their career goals and development areas
• Prepare open-ended questions that encourage reflection
• Review action items from the previous meeting

2. Listen More Than You Speak

The best managers are great listeners. Use the 80/20 rule: let your team member talk 80% of the time while you listen and ask thoughtful questions.

Active listening techniques:

• Put away distractions (phone, laptop)
• Ask follow-up questions
• Paraphrase what you heard to confirm understanding
• Show empathy and acknowledge their feelings

3. Focus on Development

Use 1:1s as an opportunity to discuss career growth, learning opportunities, and skill development. This isn't just a status update meeting.

Development topics to cover:

• What skills do they want to develop?
• What new challenges interest them?
• How can you help remove obstacles?
• What resources or training would be helpful?

4. Take Action on Feedback

When your team member raises concerns or suggestions, follow through. Nothing erodes trust faster than consistently ignoring feedback.

Create accountability:

• Document action items with clear owners and timelines
• Follow up on commitments in the next meeting
• Be transparent about what you can and can't change
• Explain the "why" behind decisions

5. Keep Them Regular and Consistent

Consistency builds trust. Don't cancel unless absolutely necessary, and if you do, reschedule immediately.

Best practices for scheduling:

• Same time, same frequency (weekly or bi-weekly)
• Block time for the full duration (don't rush)
• Meet in a comfortable, private space
• Send calendar invites with agenda templates

The Bottom Line

Remember, 1:1s are for your team member, not for you. Make them feel heard, supported, and valued. When done consistently and thoughtfully, these meetings become the foundation of trust and high performance.

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Action step: Review your current 1:1 format and pick one tip from this list to implement in your next meeting. Small changes can make a big difference in building stronger relationships with your team.

At their core, one-on-ones aren’t about process—they’re about people. Show up prepared, listen with intent, and invest in your team’s growth. The stronger the relationships you build in these moments, the stronger your entire team becomes.