Stop Wasting Time in 1:1s - How to Create an Effective Meeting Agenda

One on one meetings between managers and employees are a crucial component for employee development, alignment, and engagement. An effective one on one meeting provides a recurring opportunity for open dialogue in a private setting.

The meeting agenda sets the tone and structure for the discussion. A well-crafted agenda enables both parties to maximize the time by focusing on the most important topics. It also allows for thoughtful preparation, leading to more meaningful conversations.  

An agenda clarifies the purpose of the meeting and provides a clear roadmap for the discussion. This leads to improved clarity, productivity, and engagement. Having an agenda shows respect for each person's time and attention.

Key elements of an effective one on one meeting agenda include:

• Setting the date, time, location, and run time of the meeting
• Outlining topics to be covered by both parties
• Leaving room for open discussion of pressing issues
• Capturing notes, action items, and takeaways
• Providing guidelines so all time is used productively

With a clear agenda, managers and employees can have focused, high-value one on one meetings that benefit both individuals and the organization.

Set the Date and Time

When scheduling a one-on-one meeting, it's important to set a recurring cadence, such as weekly or biweekly. Consistent meetings allow for better relationship building between manager and employee.

Aim to find a standing day and time that works well for both parties. Take into account each person's typical schedule and current workload when deciding on frequency. For example, an hour every Monday morning or Tuesday afternoon may be a good recurring time.

Consider scheduling meetings at least a week or two in advance to allow plenty of notice. Send calendar invites to lock in the time. Having a regularly scheduled one-on-one ensures it doesn't get bumped by other priorities.

While the cadence should remain consistent, occasionally meetings may need to be rescheduled due to conflicts. Be flexible when this occurs, and find a time that week that still allows for an effective discussion. The key is maintaining regular check-ins.

Set the Location

When setting the location for a one on one meeting, it's important to pick a quiet, private space free from distractions. Consider booking a conference room or finding an empty office where you won't be interrupted. If possible, try to use the same location each time you meet for consistency. This allows you both to settle in and focus without having to get orientated to a new environment.

Avoid public spaces like the cafeteria or other shared work areas. These tend to be noisy and full of distractions that can disrupt your meeting. You want to be able to have an open and honest dialogue without concern over who may overhear your conversation.

Similarly, refrain from meeting in either person's main workspace. The inevitable emails, notifications, and phone calls can impede your ability to be fully present. There are always pressing tasks right within reach that can divert attention.  

Schedule the one on one meeting room or location in advance to ensure availability. Treat it as you would any other important meeting. Having a dedicated meeting space signals that this time together is valued and not makeshift.  

Consistency, privacy, and lack of disruption are key when picking the right location for effective one on one meetings. This enables you to build an environment of openness, trust, and constructive dialogue.

Create the Agenda

The agenda provides a clear roadmap for the meeting and helps both parties prepare. Send the agenda to the employee several days in advance so they have time to gather their thoughts and get ready to actively participate.

The agenda should include standard sections to cover in every one-on-one meeting:

• Progress on Goals: Discuss progress the employee has made on their goals and objectives since the last one-on-one meeting. Are they on track or facing any blockers?
• Challenges: Have the employee share any challenges they are currently facing in their role. As a manager, you can provide guidance and support to help them overcome obstacles.
• Career Development: Dedicate time to discuss the employee's career goals and development plan. Are there any training programs, mentoring opportunities, or new projects that can help advance their skills and experience?
• Additional Agenda Items: Leave space for the employee to add any other topics they want to cover in the meeting. This gives them ownership to shape the discussion.

Sending the agenda in advance leads to more productive one-on-one meetings. Both parties can walk in prepared with topics to discuss and questions to ask, leading to better conversations.

Employee Section

This part of the agenda allows the employee to raise any concerns, ideas, or issues they would like to discuss.

Prior to the meeting, ask the employee to suggest 1-2 discussion topics or questions they would like to cover. This ensures the meeting focuses on issues that are top of mind for them.

Some example discussion topics the employee might suggest:

• Recent challenges or roadblocks in their work
• New skills they want to develop  
• Upcoming projects they want to get involved in
• Ways to improve collaboration and communication
• Questions about the company strategy or direction
• Ideas for improving team or company processes
• Feedback on their manager's leadership style
• Concerns about work-life balance

Encouraging the employee to add their own agenda items makes the meeting more collaborative and empowering. It shifts the dynamic from a top-down performance review to an open dialogue focused on the employee's growth and development.

Come into the one-on-one ready to actively listen, ask thoughtful follow-up questions, and have an engaging discussion based around the issues the employee raises.

Manager Section

The manager should come prepared with a few key topics in mind to cover during the one-on-one meeting. This includes:

• Company updates - The manager should share any relevant company news and updates with the employee. This keeps the employee informed about the broader organization.
• Feedback - The manager should provide any feedback, both positive and constructive, on the employee's recent performance. This helps the employee continuously improve.
• Coaching - The manager can provide coaching to the employee on areas to develop. This aligns the employee's growth with organizational goals.
• New projects - The manager can discuss any upcoming projects and the employee's potential role. This allows for transparency and cross-training.
• Goals check-in - The manager can check on progress towards the employee's goals and milestones. This ensures alignment throughout the performance period.

The manager section allows the opportunity for transparent communication, growth and development. By preparing relevant topics, the manager makes the meeting valuable for both parties.

Goal and Development Discussion

One of the key purposes of a one-on-one meeting is to align on goals and track progress. This section of the meeting agenda should focus on:

• Reviewing progress made on current goals and objectives. Ask the employee to summarize their progress since the last one-on-one meeting. Have they achieved any goals or hit any milestones?
• Discussing any obstacles or roadblocks preventing progress. Explore with the employee why they may be stuck and strategies for overcoming obstacles. As a manager, think about how you can clear roadblocks.
• Setting new goals and refining existing goals. Do any current goals need to be updated or changed? Are there new goals to start based on recent projects and initiatives? Make sure goals are S.M.A.R.T. - Specific, Measurable, Achievable, Relevant and Time-based.
• Brainstorming ideas and solutions. Leverage your employee's knowledge by asking for their ideas on how to solve problems. Encourage creative thinking and collaboration.
• Providing coaching and feedback. Use this time to provide positive feedback on wins and successes. Offer constructive feedback on potential areas of improvement. Make sure feedback is kind, actionable and productive.
• Discussing professional development plans and opportunities. Talk about what skills employees want to build and training programs that can help them achieve goals. Outline development opportunities and create plans.

Keeping the goal and development discussion employee-focused and solution-oriented will help align the overall objectives of the one-on-one meeting. The employee should leave with clear direction and strategies for progress.

Career Development

An important part of one on one meetings is having career development conversations. This is the manager's opportunity to discuss skills and growth opportunities for the employee.

Ask the employee about any skills or areas of expertise they would like to develop in their role. Be prepared to offer advice and resources that can help them achieve their career goals.

• What skills do you want to improve or develop in your role?
• What are your long term career goals? How can I support you in working toward them?
• Are there any training programs or courses you’re interested in?
• Are there any projects or assignments you’d like to take on to gain new skills?

As a manager, also think about growth opportunities you can provide to the employee. Stretch assignments, job rotations, and lateral moves to new departments can expand their skills. Mentorships and leadership opportunities also allow for development.

• I think you would excel in a team lead role. We will work together on getting you the experience needed for that promotion.  
• There is an opening on our social media marketing team that would utilize your graphic design skills. Let's discuss if you are interested.
• I'd like to have you shadow me in some of my management meetings to gain exposure to that side of the business.

Having frequent career conversations enables you to foster talent from within your team. Employees will feel invested in if you show interest in their growth and provide support.

Meeting Notes

Taking detailed notes during a one-on-one meeting is important for both the manager and the employee. The notes serve as a record of what was discussed and any agreements or action items that came out of the meeting.

After the meeting, the manager should type up the notes and share them with the employee. The employee can then review the notes to confirm they accurately reflect the discussion. If there are any discrepancies, the employee can clarify before the notes are finalized.

The meeting notes should capture:

• Key points raised by both the manager and employee during the discussion.
• Any feedback delivered during the meeting. Positive feedback as well as constructive criticism should be documented.
• Agreed upon action items, including who is responsible for each item and by what date it should be completed.
• Answers to questions that were asked and information that was requested.
• Any other meaningful outcomes of the one-on-one dialogue.

After sharing the meeting notes, the manager should follow up to ensure action items are completed on time. Outstanding tasks may be added to a future meeting agenda if they are not finished as originally agreed upon.

Taking detailed notes and following up on action items helps maximize the impact of one-on-one meetings. It ensures alignment, accountability and progress against goals.

Conclusion

Having regular one on one meetings with your employees is an important part of being an effective manager. These meetings provide the opportunity to connect with your employees, understand their goals and challenges, provide feedback and coaching, and align on priorities.

Here are some key takeaways from our discussion today:

• Summarize 3-5 key discussion points from the meeting - actions to be taken, important points raised, decisions made, etc.
• Establish action items based on the discussion with owners and timeframes. This ensures follow-through on key next steps.
• Set the date and time for our next one on one meeting. Having regularly scheduled meetings makes them a consistent touchpoint.
• Thank you for making the time to meet today! I appreciate you sharing your thoughts and goals openly. One on one meetings are a valuable chance for us to connect and make sure we're aligned on priorities. Please don't hesitate to reach out if anything comes up before our next meeting.

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