One-on-One Meeting Template for Productive Meetings

Communication and two-way feedback between managers, leaders and employees are important for the company’s efficiency. The quality and frequency of communication between employees and managers increase employee productivity, prevent potential burnout, and increase employee loyalty. You must organize one-on-one meetings for each department, role, situation, and employee. If you want to increase the effectiveness of your one-on-one meetings and provide a better experience for your employees, we’ve got you covered!

In this article, we will explain what one-on-one meetings are and explore templates for different one-on-one meetings.

Ready? Let’s dive in!

TL; DR

• One-on-one meetings are a communication method used to share feedback between managers and employees.
• One-on-one meetings can occur at different frequencies depending on the company's work ethics, roles, and specific situations.
• The purpose of one-on-one meetings is to increase employees' company engagement and build trust.
• You can use one-on-one meeting templates that cover specific questions and topics for successful one-on-one meetings.
• If you are looking for an AI assistant to support you in a wide range of enterprise tasks, including one-on-one meeting template generation, TextCortex is the way to go.

What are One-on-one Meetings?

One-on-one meetings (also known as 1:1, 121s, check-ins) are dedicated time for two people to meet. Most commonly, one-on-one meetings take place between a manager and an employee who has a work connection. One-on-one meetings are the most effective methods for measuring the performance of team members and encouraging them.

How often should you have one-on-one meetings?

Although the frequency of one-on-one meetings may vary depending on company standards, roles, and the dynamics between the manager and the employee, they should be held regularly and on specific days or times. Meetings held at specific times are ideal for regularly measuring employee performance and providing feedback. Moreover, according to Pumble’s research, 76% of employees prefer having meetings on a specific day or time.

What’s the purpose of a one-on-one meeting?

The main purpose of one-on-one meetings is to keep team members engaged and build trust. Since engagement and trust are key components of any workplace, one-on-ones are a valuable way to strengthen these elements. Moreover, keeping employees engaged consistently increases their creativity and productivity. According to BuildEmpire's research, companies with high employee engagement are 21% more profitable. Through one-on-one meetings, you can maintain employee engagement with the workplace and projects, ultimately enhancing their performance.

One-on-one Meeting Templates

One-on-one meetings are the most important way managers can lead, exchange feedback, review priorities, support team members, and keep them engaged. However, it's crucial to use different one-on-one meeting plans for various situations, roles, and employees. Let's examine the one-on-one meeting templates created by ZenoChat for different scenarios.

First One-on-one Meeting with Your Employees Template

The first one-on-one meeting sets new employees up for success by ensuring managers' and employees' expectations are clearly and concisely communicated. In the first one-on-one meeting, new employees can ask managers about working conditions, expected performance, and how they can best adapt to the workplace. You can use the following template in your first one-on-one meeting with your new employee.

First One-on-One Meeting Template

Date: [Insert Date]
Time: [Insert Time]
Location: [Insert Location or specify if virtual]
Duration: [Suggest 30-60 minutes]

1. Welcome and Introductions (5 minutes)

• Greet the employee warmly.
• Briefly introduce yourself and your role, if not previously acquainted.
• Express your excitement and intentions for the meeting.

2. Purpose of the Meeting (5 minutes)

• Explain the purpose of regular one-on-one meetings.some text
  • To build a strong working relationship.
  • To provide support and guidance.
  • To align on goals and expectations.
  • To create an open channel for feedback and communication.

3. Employee Background and Interests (10 minutes)

• Ask the employee about their background and experiences.
• Inquire about their interests and passions, both professionally and personally.
• Discuss what motivates them in their role.

4. Current Role and Responsibilities (10 minutes)

• Review the employee’s current role and responsibilities.
• Ask about their understanding of what is expected of them.
• Clarify any job-related questions they might have.

5. Goals and Career Aspirations (10 minutes)

• Discuss the employee's short-term and long-term career goals.
• Explore opportunities for development and growth.
• Align their personal goals with organizational objectives.

6. Support and Resources (10 minutes)

• Ask the employee about any challenges they’re currently facing.
• Discuss the tools and resources they need to succeed in their role.
• Encourage them to share ideas on how you can support their success.

7. Feedback and Communication (5 minutes)

• Establish a preferred communication cadence and method.
• Encourage the employee to provide feedback on the meeting and future sessions.
• Discuss how feedback will be handled and integrated moving forward.

8. Next Steps and Closing (5 minutes)

• Summarize key points discussed during the meeting.
• Set action items or follow-up points.
• Schedule the next one-on-one meeting.
• Thank the employee for their time and input.

Weekly Employee One-on-one Meeting Template

Weekly one-on-one meetings are ideal choices for measuring the performance of your current employees, engaging them, and exchanging feedback. Weekly one-on-one meetings also help your employees build a trusting relationship with the company and increase their productivity. You can use the following template for weekly one-on-one meetings with your employees.

Meeting Details:

• Date: [Insert Date]
• Time: [Insert Time]
• Location/Platform: [In-person/Online Platform link]

Agenda:

1. Welcome and Check-In (5 minutes)some text
   • How are you feeling this week?
   • Any personal updates you'd like to share?
2. Review of Last Week (5-10 minutes)some text
   • Quick recap of action items from last meeting.
   • Discuss any specific achievements or challenges from the previous week.
3. Current Work and Challenges (10-15 minutes)some text
   • What are you currently working on?
   • Are there any roadblocks or issues you're facing?
   • How can I or the team assist in overcoming these challenges?
4. Goals and Priorities (10-15 minutes)some text
   • Discuss short-term and long-term goals.
   • Are there any changes in priorities?
   • Align on critical tasks for the upcoming week.
5. Professional Development and Feedback (5-10 minutes)some text
   • Any skills or areas you’d like to develop further?
   • Provide feedback (if any) and ask for feedback in return.
   • Discuss potential training or learning opportunities.
6. Open Discussion (5-10 minutes)some text
   • Any other topics or concerns you'd like to address?
   • Suggestions for team improvement or innovations?
7. Action Items and Follow-Up (5 minutes)some text
   • Summarize key takeaways and action items.
   • Confirm next meeting date and time.

Notes:

• [Optional: Space to jot down notes during the meeting.]

Follow-Up:

• List of agreed-upon action items.
• Any additional resources or support needed.

Monthly One-on-one Meeting Template

If the frequency of meetings between employees and managers is monthly, you need to cover more topics in your meetings. You can use the following template for your monthly one-on-one meetings.

Meeting Details:

• Date: [Insert Date]
• Time: [Insert Time]
• Duration: [Insert Duration]
• Location: [In-person/Video Call/Phone]

Agenda:

1. Check-in (5-10 minutes)some text
   • How have you been since we last met?
   • Any non-work related highlights or concerns to share?
2. Review of Previous Action Items (5-10 minutes)some text
   • Discuss any unresolved items from the last meeting.
   • What progress has been made on goals/actions from our previous discussion?
3. Current Work and Projects (10-15 minutes)some text
   • What are you currently working on?
   • Any successes or challenges you'd like to discuss?
   • Do you need support or resources for any projects?
4. Feedback and Performance Discussion (10-15 minutes)some text
   • Provide constructive feedback on recent performance.
   • Discuss areas of strength and areas for improvement.
   • Ask for feedback on your management/leadership.
5. Goals and Development (10-15 minutes)some text
   • Review and set short-term goals.
   • Discuss any long-term career aspirations or developmental goals.
   • Identify training or skills development opportunities.
6. Next Steps and Action Items (5-10 minutes)some text
   • Agree on action items to be completed before the next meeting.
   • Set dates for any follow-up and plan the next meeting schedule.
7. Open Discussion and Closing (5-10 minutes)some text
   • Any other topics you'd like to discuss today?
   • Summarize key takeaways and confirm mutual understanding.

Action Items:

• List action items assigned to both parties with specific deadlines.

Notes:

• Useful for capturing relevant points during the meeting.

OKR Goal Planning One-on-one Meeting Template

Objectives and key results (OKR) meetings are a type of meeting where employees and managers exchange ideas to set larger goals. You can use the following template for OKR goal planning one-on-one meetings.

Date:

Employee Name:

Manager Name:

1. Meeting Objectives

• Discuss the upcoming quarter's goals and align on priorities.
• Review previous OKR performance.
• Address any challenges or roadblocks.
• Encourage open feedback and discussion.

2. Previous Quarter Review

• Objective Achievements:some text
  • List the objectives and evaluate performance against key results.
  • Note any objectives that were not achieved and discuss reasons.
• Successes:some text
  • Highlight successful outcomes and key learnings.
  • Celebrate wins, big or small.
• Challenges:some text
  • Discuss any obstacles faced and how they were addressed.
  • Identify what could have been done differently.

3. Upcoming Quarter Planning

• New Objectives:some text
  • Define 3-5 clear and measurable objectives for the upcoming quarter.
  • Ensure objectives align with organizational goals.
• Key Results:some text
  • Determine key results for each objective.
  • Specify how success will be measured.
• Resources and Support:some text
  • Identify any resources, tools, or support needed to achieve the objectives.
  • Discuss potential training or development opportunities.

4. Development and Feedback

• Personal and Professional Growth:some text
  • Explore areas for development and set personal growth goals.
  • Discuss career aspirations and future development plans.
• Feedback:some text
  • Provide constructive feedback on performance.
  • Solicit feedback from the employee on management and organizational support.

5. Action Items and Next Steps

• Action Items:some text
  • List actionable steps to be taken after the meeting.
  • Assign responsibilities and deadlines.
• Follow-Up:some text
  • Schedule the next one-on-one meeting.
  • Establish a timeline for progress check-ins.

90-day Performance Review Meeting Template

When your new employee has completed his or her first 90 days with the company, it is time to have a meeting about his or her overall performance, expectations, and plans at the company. You can use the following template for your 90-day performance review meetings.

1. Review Meeting Details:

• Employee Name:
• Reviewer Name:
• Position:
• Date of Review:
• Department:

2. Opening Discussion:

• Welcome and introduction.
• Explain the purpose and structure of the performance review meeting.

3. Accomplishments and Strengths:

• Discuss key achievements over the past 90 days.
• Highlight individual strengths and contributions to the team or organization.
• Employee self-assessment: Invite the employee to share what they believe went well.

4. Areas of Improvement:

• Discuss any areas where performance could be improved.
• Provide specific examples and constructive feedback.
• Encourage the employee to share challenges they faced and their approach to overcoming them.

5. Goals and Objectives:

• Review existing goals from the initial onboarding period or previous review.
• Set new goals and objectives for the next 90 days.
• Ensure goals are Specific, Measurable, Achievable, Relevant, and Time-bound (SMART).

6. Career Development and Training:

• Identify opportunities for professional development and skill enhancement.
• Discuss any training or resources needed to support career growth.

7. Feedback from Employee:

• Encourage the employee to provide feedback on the role, team dynamics, or organizational processes.
• Discuss any support or resources needed from management.

8. Summary and Action Plan:

• Summarize key points discussed during the meeting.
• Outline an action plan with agreed-upon next steps and timelines.
• Schedule a follow-up meeting or check-in as needed.

9. Closing Remarks:

• Thank the employee for their contributions and participation in the review process.
• Express support and encouragement for their ongoing success and development.

Signatures:

• Employee Signature: ______________________________ Date: ____________
• Reviewer Signature: ______________________________ Date: ____________

Routine Performance Review Meeting Template

As a manager, organizing one-on-one meetings to routinely review your employees’ performance and share the results with them will increase the productivity of your employees. During these meetings, you can congratulate your employees, tell them about their shortcomings, and provide mutual feedback. You can use the following template for a routine performance review meeting.

Date:
Time:
Location/Platform:
Attendee(s):

• Employee Name
• Supervisor/Manager Name

1. Introduction

• Greeting:
  Start with a warm and professional opening.
• Purpose:
  Outline the purpose of the performance review meeting. Clarify the goals, which could include discussing achievements, identifying areas for improvement, and setting future objectives.

2. Review of Objectives and Performance

• Previous Objectives:
  List the objectives set in the previous review or at the start of the review period.
• Achievements:
  Discuss the employee's achievements in relation to these objectives. Highlight specific accomplishments and contributions.
• Challenges Faced:
  Address any challenges the employee encountered and how they were managed.

3. Feedback

• Performance Strengths:
  Provide positive feedback regarding areas where the employee excels.
• Opportunities for Improvement:
  Offer constructive feedback on areas where improvements can be made. Be specific and provide actionable suggestions.

4. Development and Goals

• Professional Development:
  Discuss opportunities for the employee's growth and development, including training, courses, or projects.
• Future Goals:
  Set new objectives for the upcoming review period. Ensure they are SMART (Specific, Measurable, Achievable, Relevant, Time-bound).

5. Employee’s Feedback

• Open Forum:
  Invite the employee to provide their own feedback about the work environment, support, and any challenges they face.
• Suggestions:
  Encourage suggestions on how the team or department can improve.

6. Action Plan and Follow-Up

• Action Items:
  Summarize the key takeaways and action items for both the employee and the manager.
• Follow-Up Date:
  Schedule the next review meeting or follow-up meeting if necessary.

7. Closing

• Conclusion:
  Conclude with positive remarks and acknowledge the employee’s efforts. Reiterate support and willingness to assist in their professional journey.
• Thank You:
  Express gratitude for their contributions and participation in the review.

Notes:

• Documentation:
  Ensure that the performance review is documented, and a copy is shared with the employee.
• Confidentiality:
  Remind attendees of the confidentiality of the review process.

Peer One-on-one Meeting Template

Organizing meetings with your colleagues as well as with your managers increases trust and friendship and makes the work environment friendlier and more relaxing. You can also organize meetings with your colleagues to share tasks and information. You can use the following template for peer one-on-one meetings.

Meeting Details:

• Date:
• Time:
• Location/Platform:
• Duration: Typically 30-60 minutes

Agenda:

1. Openingsome text
   • Briefly catch up personally (~5 minutes)
   • Set the stage for open, honest communication
2. Review of Past Actionssome text
   • Discuss any action items from the last meeting
   • Celebrate completed tasks and milestones
3. Current Work Updatessome text
   • Share progress on ongoing projects
   • Discuss challenges and roadblocks
   • Explore opportunities for collaboration and support
4. Feedbacksome text
   • Exchange constructive feedback
   • Highlight strengths and areas for improvement
   • Provide suggestions for growth and development
5. Discussion Topicssome text
   • Discuss any specific topics or initiatives important to both parties
   • Brainstorm new ideas or strategies
6. Personal Developmentsome text
   • Talk about goals for professional development
   • Identify resources or trainings needed
7. Closingsome text
   • Summarize key takeaways from the meeting
   • Set action items and deadlines for next steps
   • Agree on the next meeting date and time

Action Items:

• [Name] will [Action] by [Deadline].
• [Name] will [Action] by [Deadline].

Notes:

• Any additional notes or insights from the meeting

TextCortex – Your Virtual Assistant

If you are looking for an AI assistant who can support you in a wide range of enterprise tasks, from creating personalized one-on-one meeting templates to knowledge management, then TextCortex is designed for you. With TextCortex, you can generate text/code/images from scratch, generate outputs containing the latest internet data with the web search feature, access information in a conversational format, and generate outputs using your internal data.

What’s more, TextCortex comes with ZenoChat, which integrates with 30,000+ websites and apps. Use ZenoChat to create meeting agendas or summarize key takeaways from your meeting transcripts.

ZenoChat is an effective solution not only for meetings and knowledge management but also for increasing the individual performance of your employees. By using ZenoChat, you can ensure that your employees save time equal to 3 working days per month. See the results from one of our case studies:

• TextCortex was implemented for Kemény Boehme Consultants as a solution to tackle these challenges and today employees report increased efficiency and productivity (saving 3 work days per month per employee on average).
• AICX, an ecosystem partner of TextCortex, was integral to the onboarding and helped achieve a 70% activation rate of the team within the first weeks.
• Employee confidence in using and working with AI increased by 60%.‍
• The implementation results in a 28x return on investment (ROI).