Mastering One-on-Ones

Most managers underestimate the power of a regular one-on-one. They cancel them when things get busy, or treat them like admin check-ins. But great managers know these meetings are where the real work happens, not just in tasks, but in trust.

One-on-ones aren’t performance reviews. They’re not about ticking boxes or running through your to-do list. They’re your chance to check in properly, build momentum, and spot problems early. And if you’re skipping them or always rescheduling? You’re sending a clear message that your team is not the priority.

Here’s how to run one-on-ones that actually make a difference:

Hold Them Weekly

Consistency is everything. Even a short 15-minute catch-up is better than a cancelled 45-minute session.

The message you send by showing up regularly matters. When you cancel or delay, it tells your team their concerns aren’t important.

If someone doesn’t have much to say one week, that’s okay. The habit of regular check-ins keeps communication flowing and problems small.

Let the Employee Lead

This meeting isn’t for you, it’s for them. Your job is to create the space and let them use it. Ask what they want to talk about and follow up on anything they raised last time.

It's also important to let them share challenges, progress, or concerns.

The less you dominate the agenda, the more valuable the time becomes and the more your team will trust that this space belongs to them.

Ask the Right Questions

When in doubt, use simple prompts to open things up:

• What’s been going well this week?

• Anything getting in your way right now?

• What do you need more of from me?

• How are you feeling about your workload?

• Any wins we should celebrate?

You’re not there to interrogate or direct, you’re there to listen and support. The better your questions, the better their answers.

Don’t Use Them to Offload

One-on-ones are not the time to assign new work, deliver harsh feedback, or run through updates from the leadership team. That’s what stand-ups, team meetings, and emails are for.

If you turn this into a task dump, your team will dread the meeting and eventually disengage from it completely.

Final Thoughts

Done right, one-on-ones are where motivation is maintained, blockers are removed, and trust is built.

These meetings should be the most human part of management (and one of the most commercial). A team that feels heard and supported performs better. It’s that simple.