As a new leader or first-time manager, stepping into 1:1s with your team can feel daunting. These conversations are more than just routine check-ins; they’re a cornerstone of effective leadership. Done well, 1:1s can strengthen trust, align goals, and empower your team to thrive. But where do you start? Here’s a guide to help you make your 1:1s impactful, actionable, and genuinely valuable for both you and your team members.
1. Always Take Notes: Your Memory Isn’t Enough
You might think you’ll remember every detail of your conversations, but the reality is, you won’t. Taking notes not only keeps you organized but also demonstrates to your team that you value what they’re sharing. Written records allow you to:
- Track progress on goals over time.
- Follow up on commitments you or your team member made.
- Prepare effectively for future conversations.
Pro tip: Use a dedicated tool or template for consistency. Whether it’s a shared Google Doc, a Notion page, or an app like Fellow or Lattice, centralizing notes ensures continuity and avoids dropped threads.
2. Use a Standard Format, But Stay Flexible
Having a structure for your 1:1s is key, but it doesn’t have to be rigid. A consistent format ensures no critical areas are missed while leaving space for organic conversations. A basic template could look like this:
- Check-In (4–5 minutes): Start with a human moment. Ask about their weekend, a recent vacation, or their favorite Netflix show. This builds rapport and creates psychological safety.
- Metrics/Performance (5–10 minutes): Review individual or team performance metrics. If possible, share these metrics ahead of time so your team member can come prepared with insights or updates.
- Goals (5–10 minutes): Discuss short- and long-term goals. Are they on track to hit their objectives? What roadblocks are they facing?
- Development (5–10 minutes): What’s next for them? If they’ve expressed interest in a specific role, skill, or project, use this time to map out actionable next steps.
3. Prepare Questions in Advance
Setting the tone for a productive 1:1 begins before you even meet. Share questions or a quick pre-meeting form for your team member to fill out. This could include:
- Wins: What’s going well for you this week?
- Challenges: What obstacles are you facing?
- Feedback: Do you have any feedback for me or the team?
- Priorities: What’s the most important thing you’re focused on right now?
This simple prep step ensures the conversation is focused and mutually beneficial. It also helps quieter team members feel more comfortable contributing.
4. Metrics Matter, But They Aren’t Everything
Metrics provide clarity and help you measure progress, but they should never overshadow the person behind the numbers. Share performance data ahead of the 1:1, and ask your team member to fill in their perspective:
- Are these metrics reflective of your efforts?
- What barriers are affecting your performance?
- Do you need additional support to achieve your goals?
Remember: Metrics are a starting point, not the whole story. Use them to guide the discussion, not define it.
5. Be Human: Leadership is a Relationship
Yes, you’re here to manage outcomes, but you’re also leading people. A few moments of genuine connection go a long way in fostering trust and collaboration. Ask how they’re feeling, what’s exciting them, or what’s weighing on their mind. These small gestures remind your team that they’re more than a task list—they’re valued individuals.
6. Use 1:1s to Build Careers, Not Just Check Boxes
One of the most fulfilling aspects of leadership is helping others grow. Use 1:1s to discuss career aspirations and lay out clear pathways for development. For example:
- Aspiring Manager: Suggest mentorship opportunities, shadowing other leaders, or taking on small team initiatives.
- Project Management Interest: Encourage them to lead a cross-functional project or enroll in a project management certification.
Actionable plans show you’re invested in their growth, making them more engaged and motivated.
7. End with Clear Next Steps
Every 1:1 should conclude with actionable takeaways. Summarize key points, assign responsibilities, and set deadlines where needed. This ensures accountability and momentum until your next conversation.
Final Thoughts
Effective 1:1s aren’t just about hitting quotas or solving problems—they’re about creating an environment where people feel seen, supported, and inspired to do their best work. By taking notes, using a flexible structure, and showing genuine care, you’ll not only lead your team but also empower them to lead themselves.
Your role as a leader isn’t just to manage tasks; it’s to elevate people. Start with your 1:1s—because great leadership begins with great conversations.