How to Run an Effective One-on-One

One-on-ones are a powerful way to build trust and maintain alignment with your team. They should be a regular, structured part of your routine as a manager.

It's important to remember that one-on-ones aren't for status updates and they should never be a one way conversation. This is your chance to open dialogue with your team members and listen. 

Done well, they’ll be a productive and essential tool for both you and your team.

1. Keep them regular 

Consistency is key. Regular one-on-ones show your team that you value their time and their input. Don’t let these meetings become the first thing you cancel.

Schedule them consistently (e.g., every two weeks) and don’t reschedule them unless absolutely necessary. 

2. Take notes during the meeting

It’s crucial to take notes during your one-on-ones so you can track commitments, follow up, and hold both yourself and your team accountable. This keeps the conversation productive and ensures nothing is forgotten.

Document key points, action items, and commitments made during the discussion.

Send a summary afterwards to ensure both of you are on the same page.

3. Ask open-ended questions

The purpose of a one-on-one is to listen as much as you talk. Asking open-ended questions encourages deeper conversation and helps uncover issues you might not otherwise know about.

You can encourage deeper conversation by asking questions like “How’s everything going?” or “What challenges are you facing?”

Let them talk more than you. This is their time to tell you how things are going and ask questions. 

4. Ensure privacy and focus

For a one-on-one to be effective, it needs to be a private, focused conversation. Make sure there are no distractions, and the setting is comfortable enough for honest communication. Make sure the environment is quiet and comfortable, allowing for honest and open discussion. 

5. Give and receive feedback

Feedback is one of the most valuable parts of a one-on-one. Be constructive when providing feedback, and always encourage your team to give you feedback as well. This helps create a culture of trust and continuous improvement.

It's also important to encourage them to give you feedback, ensuring they feel heard and valued.

6. Prepare ahead of time

Preparation is essential. Don’t just jump into a one-on-one without thinking through what needs to be discussed. Review previous meeting notes, check on action items, and come ready with a plan.

7. Give them your full attention

The one-on-one is their time, so make sure you’re fully present. Avoid distractions, like emails or phone calls, and show them respect by staying focused on the conversation.

A focused one-on-one sets a strong example of respect and encourages open communication.

Final Thoughts

When done right, one-on-ones can strengthen your relationship with your team, increase trust, and lead to better performance and morale. By keeping these principles in mind and prioritising regular, thoughtful meetings, you can ensure that your one-on-ones are a powerful tool for growth and improvement.