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1:1 Agenda Template

One-on-ones are the single most important recurring meeting a manager has. They are your direct report's time—a space for coaching, feedback, problem-solving, and relationship building. Without structure, they drift into status updates. With too much structure, they become interrogations. This template strikes the balance.

What problem this solves

Unstructured 1:1s often fail in predictable ways: they become project status updates that belong in standups, they skip hard conversations because there's no natural opening, or they run out of time before reaching what matters. A consistent agenda ensures the meeting serves its purpose—supporting your direct report's growth, surfacing concerns early, and building trust.

When to use this

Use this agenda for:

  • Weekly or biweekly 1:1s between a manager and direct report.
  • Skip-levels (with minor adaptation).
  • Catch-ups after extended absence (vacation, leave).

Don't use this for:

  • Project deep-dives (schedule a separate working session).
  • Performance reviews (use the performance review template).
  • Career conversations that need extended time (book a dedicated session).

Roles and ownership

Role Responsibility
Direct report Owns the agenda. Adds topics before the meeting. Drives the conversation.
Manager Prepares feedback and coaching points. Listens actively. Follows up on commitments.

The most important shift: the direct report owns the agenda. This is their time. If you as a manager are filling the agenda, you're doing it wrong.

How to run the meeting

Before the meeting

The direct report adds topics to the shared agenda doc at least a few hours before the meeting. The manager reviews and adds any items they need to raise (feedback, context, decisions).

During the meeting (30–45 minutes)

  1. Check-in (5 min): Start with the person, not the work. How are they doing? What's their energy like? This isn't small talk—it's how you catch early signals of burnout, frustration, or disengagement.

  2. Their agenda (15–20 min): Work through the topics they've added. Ask questions. Coach rather than direct. Your job is to help them think, not to solve their problems for them.

  3. Your agenda (5–10 min): Share feedback, provide context they need, raise any concerns. Be direct but kind.

  4. Growth and development (5 min): Connect back to their growth plan. What are they working on? How can you help? This keeps development visible, not something that only comes up at review time.

  5. Wrap-up (2 min): Summarize commitments. Confirm next meeting.

After the meeting

Both parties should be able to see action items and notes. Follow through on what you committed to—nothing erodes trust faster than forgotten promises.

Signals that 1:1s are working

  • Direct reports come with topics prepared.
  • Hard conversations happen here, not in performance reviews.
  • Feedback flows in both directions.
  • Action items get completed.
  • You learn things you wouldn't have learned otherwise.

Failure modes and mitigations

Failure mode What it looks like Mitigation
Status update trap Entire meeting is project updates Redirect status to async or standup; ask "what do you need from me?"
Manager monologue Manager talks 80% of the time Track talk time; practice asking questions and waiting
Skipped meetings 1:1s regularly cancelled for "more urgent" things Protect the time; reschedule rather than cancel
No follow-through Action items forgotten week to week Review previous actions at start of each 1:1
Surface-level only Never get past "fine" or "busy" Build trust over time; share your own challenges; ask better questions

The template

Shared 1:1 agenda document

# 1:1: [Manager] ↔ [Direct Report]

**Cadence:** [Weekly / Biweekly]
**Next meeting:** [Date/Time]

---

## [Date]

### Check-in

- How are you doing? Energy level?
- Anything on your mind outside of work?

### [Direct Report]'s topics

- [Topic 1]
- [Topic 2]

### [Manager]'s topics

- [Feedback or context to share]

### Growth & development

- Progress on current focus area: [area]
- Support needed:

### Actions

- [ ] [Action item] — Owner: [Name]
- [ ] [Action item] — Owner: [Name]

---

## [Previous Date]

[Previous meeting notes...]

Questions to spark deeper conversation

When check-in feels stuck at "fine," try:

  • "What's taking more energy than it should right now?"
  • "What's something that frustrated you this week?"
  • "Is there anything you wish you could spend more time on?"
  • "What's one thing I could do differently to support you better?"
  • "Is there a conversation you've been avoiding?"