One-on-one Meetings: Your Ultimate Guide to Productive Get-Togethers with Your Mentees

Note: This article was updated on August 12, 2024, adding new content covering the structure of an effective one-on-one meeting, best practices for having compelling 1:1s, and frequently asked questions.

Here at Mirro, one-on-one meetings (1:1s) are a common practice, and there's a good reason for having them regularly on our calendars. One-on-one meetings are an excellent way to build a solid relationship with your mentees, collect feedback, and help people plan for career development.

According to Gallup's State of the Global Workplace 2024 Report, 62% of employees are not engaged—they do the bare minimum and are uninspired by their work. Moreover, 15% of employees are disengaged and actively seeking a new job.

Gallup's report further demonstrates that the manager-employee relationship is the hub of employee engagement. Regular 1:1s with your mentees offer the space to exchange ideas freely, collaborate on company objectives, and make work more pleasant. 

If you're reading this article, you're looking for guidance or strategies to make one-on-one meetings more effective. This comprehensive guide to 1:1s offers advice on ensuring these check-ins are conducted thoughtfully and involve team members. It's time to turn your nays into yays and enjoy quality time with your mentees!

What are one-on-one meetings?

1-on-1 meetings refer to regular check-ins between two individuals, usually managers and their mentees. Unlike other types of meetings, 1:1s are used to provide feedback, keep everyone updated, address problems, and assist people in advancing in their positions.

Formally, 1:1s have their roots in the 20th century, when modern management began developing. If you're looking for their father figure, it's Andrew Grove, the late Intel CEO. He popularized the concept in his 1985 book, High Output Management. And even though that book is now more than 35 years old, it still stands and gets referenced a lot. 

Nowadays, one-on-one meetings are anticipated conversations with a manager. They're guided by open-ended questions and cover everything from professional to personal issues. And it's fair to say they can also be quite polarizing topics. 

1:1s should be understanding, free-form, personal. You can already tell why some managers would like to avoid 1-on-1 meetings. They require serious time investments, excellent coaching, mentoring skills, an open mind, and the ability to have honest, difficult conversations. And being that human or showing appreciation at work isn't always easy.

What is the purpose of 1:1s?

The primary objective of one-on-one meetings is to coach team members and give them the support they need to do their jobs as effectively as possible.

According to Gallup, employees who have regular 1:1 meetings with their managers are three times more likely to be engaged at work. Additionally, people are 3.2 more likely to be happy at work when they feel seen, as per LinkedIn.

1-to-1 meetings represent the perfect opportunity for managers to have meaningful, honest dialogues with their mentees. Managers can gauge how people are feeling and identify potential risks to engagement.

Here are some topics you can cover during 1:1s:

• Give and receive feedback;
• Receive timely updates on important projects;
• Use coaching to enhance performance;
• Discuss professional development;
• Encourage employees and give them recognition;
• Deepen the relationship with your employees;
• Measure the level of job satisfaction;
• Determine next steps for improvement;
• Summarize team meetings, important topics of discussion, and due dates for important projects.

What are the benefits of 1:1 meetings?

1:1s are vital to the health of any company and can significantly improve the working life of managers and employees. People need such dedicated spaces to express themselves, even when their managers already have an open-door policy. 

According to Gallup, the manager determines 70% of the variance in team engagement. One-on-one meetings can reduce this risk by giving managers timely information on what drives team members. 

• They build strong working relationships. 1:1s provide a dedicated time for managers and their mentees to connect and communicate with each other. These meetings allow for the exchange of feedback, ideas, and concerns more personally and meaningfully than in larger group settings, creating an atmosphere of trust and transparency.
• They allow sharing feedback, discussing performance, and pinpointing roadblocks. Employees are honest when they feel trusted by their managers. Regular and frequent check-ins foster a feedback culture within the company, helping spot any issues and discussing the potential solutions for overcoming them.
• They boost engagement, productivity, and motivation. 1:1s allow employees to discuss freely with their managers and understand how they fit into the organization. This personalized approach to management helps individuals feel valued and appreciated, leading to increased motivation and a sense of purpose in their work. 

Music to everyone's ears, right? So, if you have to pick one meeting to keep on your calendar, make it your 1:1. The benefits make it all worth it. And no worries, I've got you covered with all the details. So, if you're ready to fall in love with 1:1 meetings, let's start working on your framework and mindset, aka the magical ingredients for chats with your manager.

What is the structure of effective 1:1s?

A structured approach is essential to making the most of 1:1s. Here are the key steps to ensure your one-on-one meetings are effective and productive.

1. Establish a plan

Consistency is key. Schedule 1:1s regularly (e.g., weekly, bi-weekly) to maintain ongoing communication and build a routine. Then, ask yourself and your mentee what you want to achieve from the meeting. This could be discussing project progress, addressing concerns, setting future goals, or developing more robust relationships.

2. Stick to an agenda

"During the meeting, since it's the employee's meeting, the manager should do 10 percent of the talking and 90 percent of the listening. Note that this is the opposite of most one-on-ones." - Ben Horowitz 

An agenda helps keep the meeting on track and ensures that all important topics are covered. The purpose of 1 on 1 meetings is to help team members overcome obstacles, achieve their goals, and grow in their careers. 

Therefore, mentees should take the initiative and lead the 1:1 by bringing agenda items and talking ideas to the meeting to make sure the conversation goes beyond a straightforward status update. After all, these meetings are about them. 

If your mentee doesn't come with an agenda, you, as the manager, should point out the main items to be discussed, such as project updates, performance feedback, and any issues or concerns.

However, don't make things too formal, and allow for flexibility. It's perfectly fine to spend a meeting sharing personal stories and bonding. But when there's something specific you want to discuss, having a list can make a big difference.

3. Maintain the conversation

Effective 1 on 1 meetings are interactive and engaging. To keep the conversation flowing:

• Ask open-ended questions. Encourage dialogue by asking questions that require more than yes or no answers. For example, “How do you feel about your current workload?” or “What challenges are you facing?”
• Listen actively. Show genuine interest in the employee’s responses. Nod, maintain eye contact, and provide feedback to show you are engaged.
• Encourage feedback. Create a safe environment where people feel comfortable sharing their thoughts and suggestions. This two-way communication is vital for building trust and understanding.

4. Keep track of everything that's discussed

After discussing your agendas and preparing for your 1:1 meeting, it's time to take notes. You're guaranteed to have some things slip your mind and never get addressed. The solution is straightforward: take notes and encourage your mentee to do the same. 

Then, after your meeting ends, put all the takeaways in a shared document. This will get you on the same page, figuratively and literally.  

A bonus is that note-taking also simplifies your next one-on-one meeting. With everything neatly arranged in one place, it's easier to follow up on your to-do list and record your progress. Win-win!

Best practices for having effective 1 on 1 meetings

There's no perfect recipe for one-on-one meetings. Every company, team, and manager-individual contributor dynamic is different. However, here are five things you can do to ensure your 1:1s are effective and productive. 

1. Make 1:1s a habit

The number one rule for 1:1s is that they need to happen regularly. Building trust and rapport with your mentee takes time and involvement. Put your 1:1s on the calendar and treat them as essential. Once you have a couple of good ones, I bet you'll realize why so many people, myself included, say they're the most important meetings you can have.

Of course, life sometimes goes differently than planned. If you want to cancel a 1:1, don't. Reschedule instead. Downright canceling could signal your mentee that the meetings are unimportant, potentially leading to a complete stop.

Regarding frequency, there's no one-size-fits-all number for 1:1s; don't schedule them a little far apart. Depending on your mentee's needs, they can happen weekly, twice, or once a month. For example, if you have a new member on the team, a weekly 1:1 shortens your feedback loop. Likewise, if you have mentees familiar with the company's inner workings and feel more comfortable, you can see them in a private setup less often. 

2. Create a safe space

A productive 1:1 meeting hinges on honesty and the confidence to speak openly. As a manager, your responsibility is to create an environment where people feel comfortable sharing their thoughts and concerns without fear of judgment or reprisal.

Start by shifting your perspective: understand that the 1:1 meeting is primarily about the mentee. This is their time to discuss their experiences, ideas, and issues. Practice active listening by showing genuine interest, maintaining eye contact, and responding thoughtfully. Respect their input and validate their feelings, fostering a sense of trust and empathy.

Transparency is key to building trust. Be open about the team or organization's challenges and how they might impact the team members. When mentees bring up issues, address them promptly and effectively, showing that you are an ally in resolving problems.

Creating a psychologically safe space encourages open communication and builds more robust, trusting relationships with your team, leading to more productive and meaningful 1:1 meetings.

3. Establish personal connection

Building a personal connection with your mentees is crucial for effective leadership. Use your 1:1 meetings to learn more about their interests, motivations, and challenges outside of work. Showing genuine interest in their personal lives helps create a stronger bond and shows that you value them as individuals, not just employees.

Personal connections foster trust and loyalty, making people feel more engaged and motivated. By understanding their context, you can provide better support and create a more inclusive and empathetic work environment.

For example, a simple "How was your weekend?" or "How is your cat doing?" can help strengthen the relationship, help relieve any tension, and set the framework for a relaxed and open discussion.

4. Discuss career and personal growth 

1:1 meetings are ideal for discussing your mentees' career and personal growth. These conversations usually happen during performance reviews, which can happen too rarely, so make sure to include them on your regular check-ins as well. Ask your team members about their future aspirations, progress toward their objectives, and what projects or responsibilities could help them reach their goals. All these elements are usually part of a thorough performance management plan.

By being open about their career goals, you can adjust your mentees’ workload and present opportunities that might otherwise be missed. Keeping development on the agenda helps you spot when progress stalls, allowing you to address issues quickly before they impact performance.

5. Ask open questions

As promised, you can get all the inspiration for your next 1:1 right here. It's important to clarify what you want from your conversation, so I've compiled a list of questions for you. They'll help you build your agenda and identify the areas that need attention.

Questions for 1:1 meetings with your mentees

• How do you feel throughout the day at work?
• What is one thing you have learned since our last conversation?
• What achievements have you had lately? What project have you worked on that you are most proud of?
• Is there anything blocking you? 
• How did the prior objectives go?
• What are your current objectives?
• Which skills would you like to improve?
• Are there any areas you would like to develop further?
• Do you need any support? Can I do anything as a manager to support you in your role?

💡 Pro tip: if you're managing Gen Z, read our article for personalized suggestions for your 1:1 with this generation.

Questions for 1:1 meetings with your manager

• Could you give me some ideas on how to balance my work while I deal with this situation?
• Could I take over the training duties now that we have a new team member?
• I'm not convinced [colleague] and I would make good working partners for this project. Can I work more independently?
• I feel like I'm putting too much time into this project at the expense of other obligations. Can you help me tackle this situation?
• Do you have any feedback regarding this project?
• I've been having trouble coming up with ideas to solve this issue recently. Can you help me brainstorm some ideas?
• I would like to be promoted this year. Can you help me develop a career advancement plan?
• I would like to continue working on this skill. Are there any resources available that could help me?
• I would like to take on more responsibility. Can we discuss my tasks and see if we can find room for this project?

Make one-on-one meetings a breeze with Mirro

For having great 1:1s that leave me feeling connected and in the know, I rely on Mirro. This all-in-one performance management software helps me be productive and make the most of this precious meeting time.

With Mirro, I can drive growth and focus on what truly matters. I use it to:

• Make sure onboarding is going smoothly;
• Manage and track OKRs;
• Have established check-in routines with both my manager and team;
• Find out how people on my team would describe their recent results and learn all about their insights;
• Discover what they'd like to improve and achieve next;
• Inquire how I could support them;
• Their satisfaction level in their current role;
• Track progress and see how far along we've come;
• Balance workloads and go for stretch goals;
• Share updates with people in the company. 

Because all of these translate to a more streamlined work life, Mirro has even made my remote working more bearable. Having Mirro as a sidekick means I can now get everyone in sync, nurture my team, and fuel a culture of growth and transparency—which, to be honest, has been a dream turned into reality. If you, too, want to reach new performance peaks and have effective one-on-one meetings, check out Mirro. Book a demo now and send your productivity through the roof.

I hope you've enjoyed all the 1:1 tips and tricks I've shared here. The key to good 1:1 meetings is having them often and tailoring them to your needs. They don't have to be perfect immediately, and I'm sure you'll get the hang of them soon.

Frequently Asked Questions