One-to-ones are the most important recurring meeting in a manager's calendar. Done well, they build trust, surface problems early, and keep your team moving forward. This guide shares practical advice for making the most of your catchup conversations, using Manager Toolkit to support each stage.
Before the Catchup
Preparation makes the difference between a productive conversation and an aimless chat.
Review the previous catchup. Open the team member's profile in People and read through the notes from your last conversation. Remind yourself of what was discussed and any commitments made.
Check outstanding actions. Look at any open actions assigned to or related to this person. Are there overdue items that need addressing? Have they completed things worth acknowledging?
Review the sentiment trend. Check the sentiment history on their profile. Is it stable, improving, or declining? A downward trend is worth exploring in the conversation.
During the Catchup
The conversation itself is where the real value happens. Keep it focused but flexible.
Start with a warm-up. Ease into the conversation with a casual question or check-in, especially if the person seems tense or if it has been a while since your last meeting. It signals that this is a human conversation, not a status update.
Ask open questions. Questions like "What has been on your mind this week?" or "What is getting in your way?" invite honest responses. Avoid yes/no questions that shut down discussion.
Listen more than you talk. Your role in a one-to-one is to understand, not to broadcast. Let them set the agenda where possible. Take notes on key points rather than trying to capture everything.
Capture actions as you go. When a commitment is made by either side, create an action immediately. Leaving it until later risks it being forgotten.
After the Catchup
What you do after the conversation is just as important as the conversation itself.
Log the catchup. Record the conversation in Catchups as soon as possible while the details are fresh. Set the sentiment rating and add your discussion notes.
Create follow-ups. If anything came up that needs further action beyond what you captured during the meeting, create additional actions or reminders now.
Set the next date. Consistent scheduling builds trust. Make sure the next catchup is in the calendar so neither of you has to chase it up.
The best one-to-ones feel like a conversation, not an interrogation. Your team member should leave feeling heard and clear on next steps. If you find your catchups becoming repetitive, try varying the format - walk-and-talks, different locations, or starting with a reflective question can refresh the dynamic.
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