Running Effective 1:1 Meetings

Mark was a rising manager at a tech startup. He had a talented team, but over time, productivity and morale began to decline. He scheduled 1:1 meetings with his direct reports, but they were often rushed, unfocused, and felt more like status updates than meaningful discussions. His employees felt unheard, and small frustrations snowballed into disengagement and turnover. Eventually, the team’s overall performance suffered, deadlines were missed, and key employees left the company.

Had Mark structured his 1:1 meetings properly, he could have provided clarity, motivation, and professional growth for his employees while proactively addressing concerns. With ezRACI’s 1:1 Meeting Gantt and RACI templates, managers can plan, track, and execute structured, productive, and impactful meetings that drive engagement and team success.

1. What is a 1:1 Meeting?

A 1:1 meeting is a dedicated session between a manager and an employee to discuss progress, challenges, career goals, and overall well-being. Unlike team meetings, 1:1s focus on the individual, offering a private space for open dialogue, feedback, and problem-solving.

Key elements of a successful 1:1 meeting:

• Employee-driven discussions focusing on their concerns and growth.

• Actionable feedback and coaching from the manager.

• A structured yet flexible agenda to cover key topics.

• A documented follow-up process to ensure progress is tracked.

Using ezRACI’s pre-built 1:1 Meeting template, managers can standardize agendas, talking points, and follow-ups—ensuring that every meeting is productive and impactful.

2. Why Have 1:1 Meetings?

1. Improves Employee Engagement and Retention

• Regular 1:1s make employees feel heard, valued, and supported.

• Strengthens manager-employee trust and rapport.

2. Provides Real-Time Feedback and Problem-Solving

• Helps identify issues early before they escalate.

• Encourages continuous feedback loops rather than waiting for annual reviews.

3. Aligns Individual and Team Goals

• Ensures employees are aligned with company objectives.

• Gives managers an opportunity to course-correct performance proactively.

4. Supports Career Growth and Development

• Employees can discuss career goals and learning opportunities.

• Managers can offer mentorship and guidance on professional growth.

With ezRACI’s task lists and real-time notifications, managers can document action items and track progress—ensuring that goals discussed in 1:1s translate into real improvements.

3. Types of Questions to Ask in 1:1 Meetings

A great 1:1 meeting should be a two-way conversation, where employees feel encouraged to share their thoughts and managers provide meaningful guidance. Here are key categories of questions:

Performance & Work Progress

• What’s going well in your role?

• What roadblocks are slowing you down?

• How can I help remove obstacles for you?

Team & Collaboration

• How is your collaboration with other team members?

• Is there anything we can improve in team dynamics?

• Do you feel supported in your work?

Career Growth & Development

• What skills would you like to develop?

• What projects excite you the most?

• Where do you see yourself in a year, and how can I help you get there?

Company Culture & Well-being

• Do you feel valued and recognized for your work?

• What’s one thing we can do to make this a better workplace?

• How are you feeling about your work-life balance?

By using ezRACI’s Discussion Boards, managers can collect responses ahead of time, allowing for a more structured and thoughtful meeting.

4. Printable Template of a 1:1 Meeting Agenda

A well-structured 1:1 agenda helps keep discussions on track and ensures actionable outcomes. Below is a template that managers can follow:

1:1 Meeting Agenda Template

1. Opening Check-in (5 min)

   • How are you feeling this week?

   • Any personal or work updates?

2. Performance Updates (10 min)

   • Key accomplishments since last meeting.

   • Challenges and blockers.

3. Goals & Development (10 min)

   • Career growth discussions.

   • Training or learning opportunities.

4. Feedback & Coaching (10 min)

   • Manager feedback to the employee.

   • Employee feedback to the manager.

5. Next Steps & Action Items (5 min)

   • Summary of key takeaways.

   • Documenting action items in ezRACI’s task management tool.

Managers can use ezRACI’s Gantt Chart to visualize progress over time and ensure that key development milestones are met.

How ezRACI Helps Teams Run Effective 1:1 Meetings

1. Built-in Calendars with MS Outlook & Gmail Integration

• Schedule recurring 1:1s with automated reminders.

2. Discussion Boards Integrated with MS Teams & Slack

• Collect pre-meeting input and ensure productive discussions.

3. Real-Time Notifications for Workflow-Driven Events

• Keep both managers and employees accountable with timely alerts.

4. Task Lists & Scrum/Kanban Boards

• Track action items and progress after each 1:1 meeting.

5. @Tags for Cross-Functional Collaboration

• Engage other mentors or senior leaders in discussions when needed.

6. Audit Trails and Dashboard Reporting

• Track meeting history, employee progress, and performance trends over time.

7. Growing Library of RACI & Gantt Templates Across 12 Industry Sectors

• Access customized templates to structure and improve 1:1 meetings across various industries.

Conclusion

A 1:1 meeting isn’t just another meeting—it’s an opportunity to empower employees, build trust, and drive performance. By planning effectively, asking the right questions, and documenting progress, managers can transform 1:1s into meaningful coaching sessions that fuel growth.

With ezRACI’s 1:1 Meeting Gantt and RACI templates, managers can seamlessly plan, track, and execute impactful meetings that ensure employee success and team alignment.

Start using ezRACI today to enhance your 1:1 meetings and create a thriving, engaged workforce!