{"id":74650,"date":"2022-05-27T11:14:53","date_gmt":"2022-05-27T09:14:53","guid":{"rendered":"https:\/\/factorialhr.com\/blog\/?p=74650"},"modified":"2026-05-12T09:40:10","modified_gmt":"2026-05-12T07:40:10","slug":"one-to-one-meeting","status":"publish","type":"post","link":"https:\/\/factorialhr.co.uk\/blog\/one-to-one-meeting\/","title":{"rendered":"Managing a One-to-one Meeting: The Definitive Guide"},"content":{"rendered":"

A study found that 71% of managers said that meetings are unproductive and inefficient<\/a>, which begs the question: Why should any manager dedicate time to one-on-one meetings with each of their team?<\/p>\n

It turns out that for many successful managers, one-on-ones are the number one way to find out what kind of problems their team is facing. In fact, a well-organised one-to-one meeting can be the most effective tool when it comes to things like building trust, boosting job satisfaction, and promoting employee growth.<\/strong><\/p>\n

But like any kind of meeting, well organised <\/em>is key. It is all too easy to mismanage and lose precious time. And when it comes to structuring these meetings, most managers don\u2019t know where to start, which is likely the reason the majority of managers find their meetings unproductive. This article will help you have purposeful and well-structured one-on-ones that fit your and your team\u2019s needs.<\/p>\n

Table of Contents<\/strong><\/p>\n

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  1. What is a one-on-one?<\/a><\/li>\n
  2. Purpose of one-on-one meetings<\/a><\/li>\n
  3. What is a manager’s primary role in a one-to-one meeting?<\/a><\/li>\n
  4. What is the role of an employee in a one-on-one meeting?<\/a><\/li>\n
  5. How frequently should one-to-one meetings be held?<\/a><\/li>\n
  6. How long should your check-in meeting last?<\/a><\/li>\n
  7. Where should a one-on-one meeting take place?<\/a><\/li>\n
  8. How to conduct a 1:1 meeting<\/a><\/li>\n
  9. What is the best way to structure a one-on-one meeting?<\/a><\/li>\n
  10. 1 on 1 questions<\/a><\/li>\n
  11. 1:1 conversation examples<\/a><\/li>\n
  12. One-on-one meeting template<\/a><\/li>\n
  13. One-on-one manager tips<\/a><\/li>\n
  14. Key takeaways for effective one-to-one meetings<\/a><\/li>\n<\/ol>\n

    What is a one-on-one?<\/h2>\n

    Also known as one-to-one meetings, or 1:1 meetings, one-on-ones are regular check-ins, confidential meetings between an employee and their manager, in which they discuss work-related problems, professional development, <\/strong>and their objectives and goals.<\/strong> Managers typically hold one-on-one meetings with employees who directly report to them, although they may occasionally exist between employees and their coaches or mentors.<\/p>\n

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    Download your one-to-one meeting template from Factorial<\/h4>\n \n

    Our free 1:1 meeting template gives managers the structure needed to get the most of the format, and give every employee what they need to succeed.<\/p>\n \n \n Download for free <\/a>\n <\/div>\n\n

    \n \n <\/div>\n <\/div>\n<\/div>\n

    Purpose of one-on-one meetings<\/h2>\n

    One-to-one meetings are one of the most effective ways for managers to communicate with and synchronise their team. For UK businesses, they are a cornerstone of effective people management. Here are some of the key reasons why successful managers swear by them:<\/p>\n

    Facilitate internal communication<\/h3>\n

    It is quite possible that team members may notice patterns and detect potential problems that need to be addressed. Too often, employees lack the right platform to voice their observations.<\/strong> As a result, these issues run the risk of never being heard, impacting other departments or even the organisation as a whole.<\/p>\n

    This feeling of mutuality and openness is something that makes one-on-ones unique. It creates a space that is ideal for exchanging, sharing, and moving ideas.<\/p>\n

    Develop leadership qualities<\/h3>\n

    Aside from simply easing communication, one-on-ones allow team members to teach their supervisors something new.<\/strong> Like workplace mentorship programmes, information in 1:1 meetings is shared in a way that promotes horizontal communication and benefits everyone in the long term.<\/p>\n

    Increase productivity<\/h3>\n

    One-on-ones definitely pay off at the end of the day. Groves points out that 1.5 hours spent in a one-on-one meeting can enhance the quality of 80 hours of work<\/a>. Having a clear outline before the meeting begins can ensure that this hour and a half is spent in the best way possible.<\/p>\n

    Additionally, one-on-one meetings give both managers and direct reports a designated space for all of their daily questions and concerns, which can dramatically reduce the number of continual interruptions.<\/strong> Not only does this help with time management, but it also promotes autonomy.<\/p>\n

    Reduce staff turnover<\/h3>\n

    When it comes to employee resignation and unsuccessful hires, the attention is usually turned to recruitment strategies, small business hiring<\/a>, and compensation strategies. However, very little is discussed about the most important factor in retaining employees: managers that listen to their employees\u2019 needs.<\/strong><\/p>\n

    In a one-on-one meeting, managers can get a pulse on the job satisfaction of their employees and a \u201cgeneral feel\u201d for how they are adapting to the company culture, managing their workload, etc. By doing so, they can prevent future talent loss and work-related frustrations from occurring.<\/p>\n

    What is a manager’s primary role in a one-to-one meeting?<\/h2>\n

    Although the manager\u2019s exact role in one-to-ones is up for debate, most experts agree that the focus should be on the employee, rather than the manager.<\/strong><\/p>\n

    This means that your top priority as a manager should be listening to what the employee has to say.<\/strong><\/p>\n

    Technology entrepreneur and venture capitalist, Ben Horowitz, states that \u201cthe manager should do 10% of the talking and 90% of the listening.<\/a>\u201d Even if it doesn\u2019t boil down to this exact statistic, the primary role of the manager is to facilitate the employee\u2019s expression of ideas and problems.<\/strong><\/p>\n

    For managers with more introverted team members, this can be easier said than done. In these situations, managers need to be especially careful not to force employees to talk but to ask plenty of questions<\/strong> and try to get to the root of pertinent issues.<\/p>\n

    All in all, the manager\u2019s role should be about learning, coaching, and building trust in their one-on-one meetings. Employee feedback should also be encouraged, so staff feel enabled to prepare constructive feedback in advance of meetings.<\/p>\n

    What is the role of an employee in a one-on-one meeting?<\/h2>\n

    On the other hand, employees should see one-on-ones as an opportunity to share sentiments, pitch ideas,<\/strong> and have influential conversations with managers.<\/strong><\/p>\n

    Not all major decisions are made based on the observations of senior-level employees. And one-on-one meetings are the perfect opportunity for employees to share findings and really impact the way that managers and company leaders move forward.<\/strong><\/p>\n

    However, employees should come to the meeting prepared and ready to take an active role.<\/strong> In order to get the most out of a one-on-one meeting, employees should:<\/p>\n