Create Meaningful 1-on-1 Meetings with Employees
By Marta Gongos Knowing how to create meaningful 1 on 1 meetings is one of the most powerful tools a manager has, but only when they’re done with intention. These recurring conversations go far beyond status updates; they’re a chance to connect on a personal level, build trust, acknowledge achievements and support professional growth.
When done well, these meetings can improve the employee experience and benefit your entire team by boosting morale, productivity and retention.
At Ad Culture, we understand the nuances of HR, recruitment, and team collaboration. We’re here to walk you through the steps to prepare effectively, structure your 1-on-1 meetings for impact! Whether you’re managing a team of two or twenty, meaningful 1-on-1s can transform how you lead and your employees thrive.
Why 1-on-1 Meetings Matter
Manager-employee one-on-ones should be more than just calendar events or an “HR trend;” they’re a dedicated time for connection, clarity, feedback, and support between managers and employees. As noted above, this can significantly improve (and contribute to a strong) company culture.
Whether in person or remote, these conversations give you the opportunity to:
- Build trust by showing employees they have your attention and support.
- Check in on progress and discuss challenges before they escalate.
- Talk about career development and personal goals.
- Clarify expectations and align on priorities.
- Offer constructive feedback and provide coaching in a safe environment.
One-on-ones provide a space for open, two-way dialogue that doesn’t happen in busy team meetings. They create space for honest communication, something employees crave and companies can’t afford to overlook.
Preparation is Key
A productive conversation doesn’t happen by accident! Just like you’d prepare for performance reviews, planning for any meeting shows respect for your employee’s time and ensures the discussion is thoughtful and useful for you both.
Set a Recurring Meeting
One of the critical steps to foster open communication with employees is consistency. Whether you opt for weekly or bi-weekly meetings, keeping a recurring calendar event makes 1-on-1s a priority. Cancelling or rescheduling too often sends the wrong message, especially to individual team members who may rely on that time for guidance or support.
Review Previous Meeting Notes
Before the meeting, review your meeting notes from the past week or last session. Were there any action items? Did your employee raise concerns that need follow-up? Having this context helps you show up informed and invested.
Create a Shared Agenda
Ask your direct report to submit a meeting agenda or a list of talking points. You can provide your own so there’s alignment on what matters most. Maintain a shared agenda where you can add questions or discussion points in real time.
Define Your Goals
Know what you want to achieve. Whether it’s coaching, brainstorming, or giving feedback, being intentional about your objectives ensures the one meeting stays on track and adds value.
Image Source: Canva
Structure the Conversation
Without a clear flow, 1 on 1 meetings can quickly become unproductive, or worse, feel like a status update. Use the simple structure below to foster focused collaboration time.
1. Start With a Human Check-In
Begin with a quick chat: how was their day-to-day work this past week? What’s on their mind? Small talk may feel optional, but it helps build rapport on a personal level, especially in remote employee settings.
2. Review Progress and Priorities
Go over project updates, blockers, and wins. This keeps you on the same page and avoids surprises during performance reviews. It also gives you the chance to offer praise or address performance gaps early.
3. Address Key Discussion Points
Next, dive into your shared discussion points. These could range from resourcing and timelines to professional growth or career path planning. Keep a running list of recurring or important 1-on-1 questions to reference.
4. Set Expectations and Next Steps
Leave the meeting with clarity: What’s due before the next meeting? What are the priorities? Document action items so you and your team members know what to expect.
5. End with Open Floor Time
A key trick in improving employee engagement is allowing them to engage. Always wrap up your meetings by asking: “Is there anything else on your mind?” This invites transparency and gives space for new ideas or concerns that weren’t on the agenda. It could also be an opportunity to address issues/ideas the employee finds pressing.
Focus on Active Listening
Active listening is one of the most undervalued skills in leadership, and is essential for one on one meetings. Without it, employees may feel unheard or disengaged, which can lead to poor retention, low productivity, and a subpar company culture in the long run.
Here’s how to be fully present:
- Remove distractions. Silence notifications and close your laptop unless taking notes.
- Use open-ended questions like “How are you feeling about your workload?” or “What’s something you’d change if you could?”
- Pay attention to body language (when meeting in person) and tone.
- Echo what you’ve heard to ensure understanding. Paraphrase back what your employee says to confirm understanding.
- Don’t interrupt. Let them speak fully before responding.
These small cues show that their voice matters, and that’s critical for employee engagement and trust.
Foster Honest Communication
The more psychological safety you create, the more meaningful your one-on-one meetings become. Here’s how to build that safe environment:
Be Transparent
Keep employees in the loop about everything, whether it’s about shifting priorities, organizational changes, or team dynamics. Employees value honesty, even when the news is tough.
Avoid Judgment
Reactions matter. If a team member shares a personal challenge or gives you feedback, remain calm and open. How you respond in that moment shapes how honest they’ll be in the future.
Meet People Where They Are
Every employee is different. Some prefer data-driven feedback; others want to talk about their career progression or long-term goals. Tailoring your style builds better connections.
Follow Through and Follow Up
If concerns or requests come up, act on them, or clearly explain why you can’t. Consistency between words and actions builds credibility with employees. Additionally, consider:
- Sending a summary of your meeting, even just a few bullet points, with agreed-upon steps and timelines
- Using meeting notes to track progress, and refer back to them as needed to maintain momentum
Image Source: Canva
How Often Should a Manager Have 1-on-1 Meetings?
According to Gallup, employees who meet with their manager at least weekly are three times more likely to be engaged at work. While there’s no perfect cadence, the sweet spot is typically:
- Weekly meetings for new hires or employees managing high-priority projects
- Bi-weekly meetings for more experienced, self-directed staff
- Monthly check-ins if bandwidth is tight, but don’t let these become too transactional
The key is consistency. Recurring meetings show employees they matter and create a rhythm for productive conversations.
Find Your Dream Team with Ad Culture
A 1-on-1 meeting isn’t just a management box to tick—it’s your chance to connect, coach, and build better relationships. With the right preparation, structure, and follow-through, these meetings can be a powerful tool to improve employee engagement, align on goals, and encourage personal development.
Remember:
- Stick to a consistent schedule.
- Focus on listening more than talking.
- Use open-ended prompts and shared agendas to keep discussions relevant.
- Foster a culture where both you and your direct reports feel safe to be honest.
Knowing how to create meaningful 1-on-1 meetings is essential because, done right, these meetings fuel trust, support growth, and improve team productivity, one conversation at a time.
Need help finding the best talent with incredible skills to help your business flourish? Ad Culture can help. We specialize in connecting employers with the right people, so you can get the job done the right way.
Contact us today and see how we can improve your workplace!
