A one-on-one agenda that works

A one-on-one is a regular, private conversation between a manager and one team member. It's the meeting most likely to catch a problem early, and the one most likely to be cancelled when things get busy.

A good agenda keeps it useful. Here's a shape that works for most teams, whether you meet weekly, fortnightly or monthly.

Before you meet: share the agenda

Share a short agenda a few days ahead, and ask your team member to add their own items. This does two things. They come prepared, and the meeting covers what's on their mind, not only yours.

If they have nothing to add, that's fine. The invitation still matters.

The agenda

1. Last time's actions (5 minutes)

Start with what you both agreed last time. Done or not done? Anything not done either carries over or gets dropped on purpose. This is what turns one-on-ones from chats into progress.

2. Their topics (15 minutes)

Their items come before yours. If the meeting runs short, it's your items that move to next time. This tells people the meeting is for them.

Good prompts if they've added nothing:

• What's taking most of your time at the moment?
• Is anything getting in your way?
• How are you going with your goals?

3. Goals and progress (5 to 10 minutes)

Look at their goals together. What's on track? What's stuck? Is any goal no longer the right goal? A short look every time beats a long review once a year.

4. Your topics (5 minutes)

Updates, feedback and anything you need from them. Keep feedback specific and recent.

5. Actions and the next meeting (5 minutes)

Agree two or three actions, each with one owner. Some will be yours. Then book the next one-on-one before you leave, so it doesn't get lost.

Notes

Take short notes on what you talked about and what you agreed. Write them as if the other person will read them, because they should. Shared notes mean nobody has to remember who said what, and the next meeting starts from the same page.

Anything private, such as your own thoughts on a performance concern, belongs somewhere else.

Keep the rhythm

• Don't cancel, reschedule. A moved meeting says "this matters". A cancelled one says the opposite.
• Same time each cycle. A fixed slot is easier to protect.
• Use check-ins between meetings. A short weekly check-in tells you what to raise next time. See Twelve check-in questions that get real answers.

In Lifetick

Each one-on-one has three steps: Prepare, In the meeting and Wrap up. You can share the agenda before you meet, and your team member gets a message and can add their own items. In the meeting you confirm last time's actions as done or not done, tick the agenda and take notes. At the end you agree actions, book the next one and share it all with your team member. Anything not done carries over to the next list.

See Share an agenda before you meet, Keep notes and follow-ups and Carry actions to the next one. For your team members, there's Prepare as a team member.