1:1s Meetings: Your Ultimate Guide to Productive Get-Togethers with Your Manager

In one of my very first jobs, I had a manager who didn’t believe 1:1 meetings were useful, so they were not a staple of my work life. I was only summoned for private talks when something was going wrong, making me dread the interactions. A long series of sighs was my inner soundtrack in such moments, and that’s probably the experience most people have.

Years went by, and after some other jobs, I landed at a place where 1:1s were mandatory. Not knowing how to tackle them, I frantically searched for tips. Take it from me, “Those who are good at 1:1 meetings. How??” isn’t that good of a query.

However, I survived my first meetings and started to get the hang of them.

Then, surprise, surprise! I leveled up and became a manager. By then, I was preaching the benefits of 1:1 meetings whenever I had the chance, so I knew they’d continue being a regular guest on my calendar, both with my team and my boss.

If you’re here, reading this article, you’re probably looking for some guidance with this type of meeting. And you might just be in luck because, after ten years of going to this rodeo, I’m now convinced 1:1 meetings don’t have to be an exercise in mutual misery.

One-on-ones can truly help you bond with your peers and turn work into a more pleasant affair. And trust me, things like stand-ups, teambuilding exercises, or official performance reviews ain’t got nothing on 1:1s!

So, let me tell you all about 1:1 meetings and how to make them efficient. It’s time to turn your nays into yays and enjoy some quality time with your manager!

What are 1:1 meetings?

First off, let’s cover the basis.

If you research the topic of one-on-one meetings, you’ll probably see them labeled as the most important get-together you can have with your manager. Still, they’re nothing new, just like people talking about their problems is nothing new. 

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’s the one who 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. Even you are about to get your fair share of quotes from it. 

Here’s Grove’s take on one-on-one meetings, in a rather formal language:

“[At Intel] a one-on-one is a meeting between a supervisor and a subordinate, and it is the principal way their business relationship is maintained. Its main purpose is mutual teaching and exchange of information. By talking about specific problems and situations, the supervisor teaches the subordinate his skills and know-how and suggests ways to approach things. At the same time, the subordinate provides the supervisor with detailed information about what he is doing and what he is concerned about.”

To get the full picture, you should also know that Grove started having 1:1 meetings during his first years at Intel when he had to oversee two departments he wasn’t familiar with. So he asked his reports to set up appointments and school him on their teams, just as if he was a student. 

The strategy worked, and 1:1s were widely adopted in the tech corporation. As time went by, people and the human factor started taking center stage during the meetings. Grove encouraged his managers to dig deep for issues and care for the wellbeing of people. 

Something must have gone right because 1:1s spread across Silicon Valley and outside the tech bubble as well, with various degrees of success. 

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. 

In his book, The Hard Thing About Hard Things, the multi-hyphenated American entrepreneur Ben Horowitz of VC firm Andreessen-Horowitz tackles the topic: 

“Generally, people who think one-on-one meetings are a bad idea have been victims of poorly designed ones. The key to a good one-on-one meeting is the understanding that it is the employee’s meeting rather than the manager’s meeting. This is the free-form meeting for all the pressing issues, brilliant ideas, and chronic frustrations that do not fit neatly into status reports, email, and other less personal and intimate mechanisms.”

Understanding, free-form, personal. You can already tell why some managers would like to avoid 1:1s. They require serious time investments, excellent coaching and 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.

But 1:1s are vital to the health of any company. People need such dedicated spaces to express themselves, even when their managers already have an open door policy. That’s because their nature helps: 

  • Build rapport.
  • Develop strong working relationships.
  • Nip problems in the bud.
  • And increase motivation.  

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 got you covered with all the details.

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. 

Seven tactics for efficient 1:1 meetings

Before we start, I need to come out and say it: there’s no one perfect recipe for 1:1 meetings. Every company, every team, and every manager-individual contributor dynamic, is different.

However, here are seven things you can do to have your 1:1s meet your professional and personal needs. 

Let’s begin.

1. Make 1:1s a habit

“To make the most of this kind of meeting, we should aim to infuse it with regularity.”

 Andrew Grove

Those are some wise words, my friend, as one-on-one meetings are not some one-hit wonders.

The number one rule for 1:1s is that they need to happen on the regular. Like any relationship, it takes time and involvement to build trust with your manager and have a rapport with them.

Going back to Ben Horowitz, in his New York Times bestseller, The Hard Things About Hard Things, he shares the story of how he almost fired two of his managers. The reason? They hadn’t conducted 1-on-1s in over six months! That’s how essential 1:1s are for this highly influential businessman. 

So, take a page from his book. Put your 1:1s on the calendar and treat them as essential. And 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 rarely goes as planned. If you want to cancel a 1:1, don’t. Reschedule instead. Downright canceling could signal your manager that the meetings are not important or beneficial to you, potentially leading to a complete stop.

The same also goes for your manager. If a declined invitation lands in your inbox, make sure to reschedule it asap and address the issues in the next 1:1.

When it comes to frequency, there’s no one-fits-all number for 1:1s; just don’t schedule them too far apart. They can happen weekly, twice, or once a month, and it all depends on your needs. 

For example, when you’re new on a team, and you need to learn the ropes fast, a weekly 1:1 shortens your feedback loop and gets you right on track quicker. When you’re familiar with the company’s inner workings and feel more comfortable in your role, you can see your manager in a private setup less often. 

Wondering how long should a 1:1 last? Let’s hear it from Andrew Grove again, who’s a big fan of the word subordinate, as you might have noticed:

“There really is no answer to this, but the subordinate must feel that there is enough time to broach and get into thorny issues. Look at it this way. If you had a big problem that you wanted to kick around with your supervisor —the person whose professional interest in the matter is second only to yours—would you want to bring it up in a meeting scheduled to last only fifteen minutes? You would not. I feel that a one-on-one should last an hour at a minimum. Anything less, in my experience, tends to make the subordinate confine himself to simple things that can be handled quickly.”

Before we move one, one word of caution here: do not cancel your 1:1s when you feel you’re doing OK. That’s a trap, and you really shouldn’t be seeing your manager when something’s wrong. 

Keep showing up, keep building that trust with your manager, keep getting better, baby!

2. Demand and expect a safe space

OK, let’s get real for a second.

One-on-ones can be the bee’s knees IF you bring your whole self to them. Without honesty and the confidence you can speak your mind, there’s no chance of a productive meeting with your manager.

So, change your perspective. Forget about the dynamic for a bit, and step into your power. During your 1:1, you’re the star, and it’s all about you and what you got to say.

In the beginning, it might be challenging to bring up any thorny issue. But, if you start small and see there’s no judgment coming your way, it’ll build up your confidence and cement your relationship with your boss.

To foster a psychologically safe space, you can also expect your manager to:

  • Listen to what otherwise would go unsaid. 
  • Respect you as a person and your right to highlight problems.
  • Be your ally in getting to the root cause of problems.
  • Hone in transparency and honesty.
  • Understand your perspective.
  • Address your concerns.
  • Disclose their own weaknesses.
  • Be on your side and fully support you.
  • Highlight learning opportunities for you.
  • Encourage a problem-solving mindset.
  • Stimulate your creative thinking.

It’s unrealistic to expect yourself to check your emotions at the door when you’re at work. So take the opportunity to be candid during your 1:1s. Otherwise, you risk having a fake smile stuck on your face and a voodoo doll for your boss at home.

And since we’re on the topic of space, there’s also the physical aspect of it.

When not online, be mindful of where your 1:1s are taking place and tailor the location to your needs. A private meeting room can be fine, but sometimes you can relax things and take your conversation to a common lounge area or even outside the office.  

3. Come with 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 

 

If you want a productive 1:1 meeting, you need to prepare for it and have an agenda. There’s no other way around it, as winging it won’t get you far in this case. 

A plan helps you make sure all that matters to you gets the time of day, and things don’t fall through the cracks. Do your due diligence and write things down as they come up for you during the week, instead of trying to put together a list at the last minute.

The consensus is you should share your agenda with your manager before the 1:1. This sets the stage for your conversation and allows you to get straight to it without having to present background info on your topics. 

Agendas are also great for keeping track of everything you’ve discussed during your meetings and can help you organize your notes.

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.

And if you’re drawing a blank as to what should be on your own agenda, keep reading. At the end of this article, I’ll share with you 30 questions to jumpstart the process.

4. Share your feedback, but don’t ask for it 

Your 1:1 is your opportunity to let your manager know more about your work life and how you’re feeling.
 
For example, broad questions could guide your conversation: 
  • Are you happy with your job? 
  • Is there anything you’d like to change? 
  • What’s going well? What isn’t?
 
But this is not the place for your manager to assess your performance on recent tasks. You have emails, stand-ups, or performance reviews for all that. To honor the spirit of 1:1 meetings, stick to coaching and mentoring.
 
Let’s hear from Ben Horowitz again: 
 

“While it’s not the manager’s job to set the agenda or do the talking, the manager should try to draw the key issues out of the employee. The more introverted the employee, the more important this becomes.”

 
So, the ideal manager asks open-ended questions, listens carefully, understands your perspective, and encourages honesty. But doesn’t share feedback or overcorrect during this, dare I say, friendlier meeting.
 

5. Discuss your career and personal growth 

 
There is no better time to discuss your career and personal growth than your 1:1 meeting. These personal topics don’t fit into any other context, so put them on your agenda and talk them over regularly with your manager. 
 
What’s next for you? How are you growing towards your objectives in your current role? Are there any projects or responsibilities your manager can assign you to get you there? 
 
Being open about your goals has some benefits, as it helps your manager adjust your workload and present you with opportunities that otherwise wouldn’t come your way. 
 
Plus, if you keep your development on the agenda, you can spot when things are stalling and address them fast before they translate into a bad performance review. 
 

6. Ask how you can help

 
If you want to diversify your tasks and your skillset, ask your manager how you could help. This comes particularly handy when you’re part of a big team.
 
Does your manager feel like they’re up to date with your work? Are they juggling too many projects and could offload some to you? Is there a colleague who needs your expertise? 
 
Such an approach not only builds trust between you and your manager, but it could also open some doors for you. Leadership skills, here you come! 
 
Plus, a little empathy goes a long way, and you probably know from your own experience how much of a difference a little help can make.

7. Keep track of everything’s that’s discussed

 
After talking about agendas and preparing for your 1:1 meeting, it’s time for some taking notes tips. 
 
As good as you think you are, don’t just rely on your memory when it comes to your 1:1 meetings. You’re guaranteed to have some things slip your mind and never get addressed.
 
The solution for this is straightforward: take notes, and encourage your manager to do the same. 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 1:1. With everything neatly arranged in one place, it’s easier to follow-up on your to-do list and record your progress. Win-win!
 
What’s more, this also simplifies your next 1:1, making it easy to follow-up on your to-do list, and record your progress. 

30 questions to consider before your next 1:1 meeting

As promised, you can get all the inspiration for your next 1:1 right here. 
 
It’s important to clarify what you want to get out of your conversation, so I’ve put together a list of 30 questions for you. I hope they’ll help you build your agenda and identify the areas that need attention.
 
You’ll find prompts related to: 
 
  • General questions to get the conversation started.
  • Achievement-oriented questions, allowing you to highlight your success.
  • Roadblocks you need help with.
  • Workload-inspection questions.
  • Communication inquiries to make sure everything’s going smoothly.
  • Feedback-sharing moments.
  • Career development inquiries.
  • Personal topics impacting your professional life.
Now, behold the 30 questions!
 
Previous
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Did you find any small aha moments while reading the questions? Because ideally, you now have the blueprint for your next one-on-one. 

Use it wisely, and you might be in for a really productive 1:1 meeting.

Make 1:1 meetings a breeze with Mirro

For having great 1:1 meetings 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 onboardings are going smoothly.
  • Set 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. 

And 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 peaks of performance and have some really great 1:1 meetings, make sure to check out Mirro. Couple it with a calendar and get ready to send your productivity into overdrive.

I hope you’ve enjoyed all the 1:1 tips and tricks I’ve shared with you here. If you have your own, please let me know in the comment section below. 

At the end of the day, the key to good 1:1 meetings is having them often and tailoring them to your needs. They don’t have to be perfect straight away, and I’m sure you’ll get the hang of them in no time.  

Share your thoughts regularly with your manager, hone in your power, and take advantage of smart platforms like Mirro to really shine.

You got this. ;)

Performance Reviews – from Simple Formality to Motivation

Performance reviews can often be regarded as a simple formality, with no actual benefits for either of the two parties involved – the manager, as well as the team member. With Mirro, performance check-ins become a complete game-changer, as they are personalized and focus on the individual’s achievements, interactions, and potential for development.

Improve Performance by Disconnecting Better (over the Holidays) – 7 Reasons and 7 Tips

Disconnecting used to seem like an easier task back when we were able to separate our professional lives from our personal ones. Our work mainly took place at the office and our homes were our havens, almost exclusively dedicated to more fun and relaxing activities, or to precious family time. Now, as the two occur in the same location, unplugging becomes harder to achieve and our minds never get the opportunity to properly disconnect. Which, as you may have guessed, can have negative effects on the way we perform at work because we never give our minds the break they need in order to function at their true potential.

But all this needs to change. This holiday season, we challenge you to take the time off that you truly deserve. First, we’ll dig deeper together into the science behind the importance of unwinding properly, and then we’ll share 7 of our tried and tested tips for relaxing more efficiently during the holidays.

Don’t forget to have fun while “implementing” our advice. Rewards as increased productivity, job satisfaction, performance, and creativity will soon follow. 😉

The science behind our need to relax – 7 reasons

In theory, we all know the benefits of a healthy work-life balance. Yet, according to a GFI Software report, judging solely by the email habits of survey respondents, the line between work and home life has become blurred. More than three-quarters of respondents (81%) said they check their work email on weekends, 55% check email after 11 p.m., and 59% keep on top of their work email while on vacation.

 

So, without further ado, here’s why you need to detach starting this holiday season:

  • According to a study published in the journal “Industrial Health”, mentally detaching from work has beneficial psychological effects. The results showed that even moderate detachment can lead to improved mental health. “Although high psychological detachment may enhance employee mental health, moderate levels of psychological detachment are most beneficial for work engagement,” the study concluded.
  • When an employee doesn’t take time off, it costs the company more if that person actually took a vacation. According to the American Psychological Association, job-related stress may cost American businesses up to a staggering USD 383 billion per year, through illness-related, absenteeism, and of course reduced productivity.
  • Every vacation hour counts when it comes to productivity. According to an internal study developed by Ernst & Young  for each additional 10 hours of vacation taken by employees, their year-end performance ratings from supervisors improved by 8 percent. Frequent vacationers were also significantly less likely to leave the firm.
  • There’s a lot of focus on creativity at the workplace these days. Going outside our work routines and enjoying time off by doing new things can push our creative boundaries and make us more prone to innovate at our jobs, according to a study in social psychology.
  • Work stress can negatively impact our relationships. Studies have shown that individuals who experience stress at work become more anxious in their relationships and risk distancing themselves from their partners. These imbalances in the personal life may lead to a poorer performance at work, as one would expect.
  • Health is greatly affected by overworking our bodies. From eye problems to heart conditions, stress is the main culprit for some of the most common illnesses nowadays. Let’s also not forget about the well-known issues brought by sedentarism, caused by sitting for too long at our offices. A twelve-year study by The Women’s Health Initiative showed a reduced lifespan in women who spent too much on their chairs at work.
  • Last but not least, take into consideration that vacationing once in a blue moon is far from enough. Studies have proven that the benefits of a vacation can fade in two to four weeks. So remember to relax as often as possible – during evenings and weekends too.

Our 7 tips for unwinding during the holidays

Now that we’ve established why you need to do it, it’s time to reveal our tried and tested tips and trick for learning how to relax like a pro during the holidays.
  • Plan your vacation time ahead and start unwinding gradually, even while you are still at work. It would be extremely hard to work on multiple stressful projects at once and then to leave abruptly on holiday. So start this process a few weeks ahead by establishing your most important projects that need to be finalized before leaving. Make sure to leave as much as you can in order, so as not to overload other colleagues. Also, don’t forget to send an email to managers with project statuses, set up an explanatory out-of-office message with clear instructions for different situations, should they be needed. This will guarantee extra peace of mind over the holidays.
  • Set realistic expectations concerning your holiday. This means that you might have to check your email every once in a while, but that shouldn’t stop you from unwinding. In the end, it all comes down to the mindset that you decide to create for yourself. If you have an urgent task that requires your attention, then decide on a time you wish to touch base daily with your colleagues and try to stick to that commitment. If you are going to be in a remote location or wish to completely disconnect from work-related aspects, then delegate this to someone you trust while you are away. But by all means, it’s very important to consider all these aspects before leaving, so that all this relaxation time is not in vain and you do not have to face complete chaos upon returning from vacation.  
  • Establish a clear definition of what emergency means and how & when you should be contacted. Communication is key in most work aspects, and going on leave is no exception. People respond well to boundaries, as long as you set them correctly and within reason. If you decide to leave your phone number for emergencies, it will show that you care about your work and wish to attain the best possible results. Most colleagues won’t call you, because they also wouldn’t want to be bothered in their time off. However, to make sure that people will not take your openness for granted, specify the exact situations in which you should be reached – for instance, if the client refuses the third batch of changes, refuses to pay, etc. 
  • Announce clients, colleagues and partners of your vacation. Set up ground rules. Give details if needed and involve people in your plans – as mentioned above, the more informed they are, the more people will feel the need to “guard” your vacation plans. If you tell colleagues that you need this time in order to connect better with your family or go skiing in some remote location, people will respect your transparency and will defend you, if necessary, in case others may feel the need to comment against your decision to take a vacation in such a busy time of the year. 
  • Turn off notifications – email, chat, phone and other work-related channels. if necessary, decide on a specific time daily when you are “allowed” to check these. Stick to just one electronic device and lock away the ones you are not using. Yes, physically lock them away. Make it difficult for “future” you to fall into temptation and obsessively check work channels when you should be spending time taking care of yourself.
  • Set up ground rules with friends and family – if necessary, tell them that you might need to take one or two work calls on a specific day or check emails. Communication is the best solution in personal matters too, not just professional ones. People like to know what to expect, will appreciate honesty and won’t feel like you are trying to avoid them purposely. Stick to that plan and try to be as present as possible during your “off” time. There is no point in occupying your mind with work matters uselessly, overthinking things will not help in any way. 
  • Carefully plan out your return to work – don’t overbook your agenda during the first week back at the job, you will need a few days just to catch up with everything. Make sure to take that into account in advance and allow yourself the necessary time for going through your email inbox, coming up with well-informed replies, and getting up-to-date with project statuses. Overtiring yourself in the first week of work will too quickly wear you out and wipe out all the beneficial effects of your vacation.

End 2020 with a bang: work hard, play even harder!

Our proposition to relax more would look great on your resolution list for 2021, but what if you got a bit of a head start? End this atypical year on a fun note and challenge yourself to a more balanced new year.
The gist of it all is simply learning to be more present. Are you at work? Be there, 100%. Are you spending some time off? Then dedicate yourself body and soul to this mission of supreme relaxation.
Give this mission the importance you would give to a work task. Fill your “me” time with an abundance of activities to spur your creativity. Or just do nothing at all, it’s your call. But do it well and without a guilty conscience. Because, after all, you do it to improve your work performance, too.