They should always be for the benefit of you team memebers. Fair warning, these are notes, not full sentences.

The Short of it

• Build a relationship: This is space to get to know someone beyond the daily grind and deadlines. Learn motivations, aspirations, and challenges.
• Be open, be safe: Be the person that your team can lean on to voice concerns and frustrations. Address the small problems early and often.
• Support the individual: This is your time and chance to tailor support to each of the unique people on your team. Make it about them.
• Recognition and Feedback: If it isn’t positive, it better be constructive. No IC should leave a 1 on 1 feeling like things are slipping away.
• Respect time: Your IC’s set the time, not you. Don’t break up a focus time block.
• Listen, focus, follow up: Listen actively and thoughtfully, focus on the discussion for the individual, and follow up on action items and commitments.
• Encourage Upward Feedback: It’s easy to forget that managers can improve too and the best source of how is from the people.

My 1-on-1 Meeting Notes Template

Date: Employee Name:

1. Check-In & Personal Wellness

• How are you feeling today?
• Weekly highlights and challenges (work and personal).
• Stress management and breaks.
• Support in role and personal life.

Notes:

2. Career and Development

• Feelings about current role and responsibilities.
• Desired skills or areas of development.
• Obstacles to growth or satisfaction.
• Training or resources needed.

Notes:

3. Upward Feedback

• What can I do to make your experience improve?
• What areas can I work on as your manager?

Notes:

4. Open Floor

• Additional topics or concerns.
• Feedback for the manager.
• Suggestions for team or process improvements.

Notes:

Action Items & Follow Ups: