6 free and effective one-on-one meeting templates for managers in 2025
One-on-one meetings are a key part of open communication and strong working relationships between managers and their direct reports. One-on-ones are an opportunity to develop mutual trust, provide support, and align on key action items that can boost productivity and employee engagement. By using a 1:1 template, managers can streamline their agendas, make sure all important discussion points get addressed, and keep track of progress over time. If you’re looking to build or refine your meeting agenda process, we’ve compiled six free and effective one-on-one meeting templates for managers in 2025.
This article is directed toward HR leaders, team leads, and anyone interested in guiding direct reports through consistent, productive conversations. By preparing and sharing a one-on-one meeting agenda in advance, you’ll set the stage for clarity and structure on your meetings—plus, create an engaging environment for employee growth.
Let’s explore why a one-on-one can be your secret weapon for increased employee engagement, how to use meeting agenda templates, and how to choose the best one-on-one approach for your team members.
What is a one-on-one meeting?
A one-on-one meeting (often shortened to “one-on-one,” “1:1,” or even just “1s”) is a dedicated conversation between a manager and a single employee (often one of their direct reports).
These meetings are often scheduled on a recurring cadence—for instance, weekly or monthly—to check on progress, uncover opportunities for improvement, and build a strong working relationship. One-on-one meetings are a powerful tool for managers wanting to prioritize employee development (without waiting for performance reviews).
6 topics to cover in one-on-one meetings
When scheduling one of your one-on-one sessions, it helps to have a clear agenda of topics. Below are some essential topics you might include:
1. Feedback exchange
A one-on-one is an opportunity for both the manager and the employee to provide open, honest feedback with one another. By discussing recent performance or tasks, you can clarify expectations, recognize accomplishments, and prepare action items to address any concerns. This two-way conversation builds trust and can improve working relationships.
2. Resource needs
Check if your direct reports have access to the tools, training, or support they need. This discussion uncovers roadblocks early, so managers can prepare the right resources or adjust schedules accordingly.
3. Workload management
One-on-one meetings are perfect for checking on how direct reports handle their workload. Understanding capacity makes sure no one is overloaded, helps maintain work life balance, and avoids burnout.
4. Professional development
From goal setting to skill-building, use your one-on-one to identify opportunities for growth. Team members often have personal targets; talking about them fosters employee engagement and clarifies how managers can support professional progress as they advance in their careers.
5. Goal setting
Dive deeper into goal setting by discussing both short-term tasks and long-term career aspirations. This helps direct reports stay aligned with team and company objectives, while also feeling their personal development is a priority.
6. Personal wellness
Whether it’s work life balance or stress management, personal wellness is essential for sustained productivity. Managers who check on wellbeing show genuine care, strengthening the working relationship.
3 benefits of one-on-one meeting templates
Adopting a structured employee one-on-one template or a series of one-on-one agenda templates has multiple advantages—for both managers and employees. Below are some key benefits:
1. Consistency in meeting structure
A clearly outlined meeting agenda keeps conversations focused. It helps make sure that every one-on-one has a structure—with consistent topics, action items, and follow-ups. This helps managers and direct reports know what to expect, before, during, and after the meeting.
2. Improved efficiency
When you prepare a meeting agenda in advance, everyone can get on the same page more quickly. This efficiency frees up time for deeper discussion, solves issues faster, and improves overall communication.
3. Enhanced documentation and follow-up
A well-designed meeting template encourages you to take notes during the one-on-one. Documenting key points, action items, and next steps makes sure nothing slips through the cracks. With clear notes, you can easily check on progress at the next one-on-one meeting.
6 one-on-one meeting templates for managers
Below are six free and effective meeting templates you can use right away.
Pro-tip: Copy and paste your chosen template into a Google Doc so you can customize it to fit your needs, then share it with your team member (along with a meeting invite) ahead of their next one-on-one meeting.
1. First one-on-one meeting template
Total time: 30 minutes
- Personal introductions (5 minutes)
- Purpose: Establish rapport and learn about each other’s backgrounds
- Share personal interests or past experiences
- Highlight excitement about working together and any mutual connections.
- Role expectations (8 minutes)
- Purpose: Clarify responsibilities and confirm understanding of the position
- Review key objectives or KPIs
- Discuss how the role fits within the broader team or company goals
- Career aspirations (5 minutes)
- Purpose: Understand the employee’s long-term and short-term goals
- Talk about potential growth paths in the organization
- Explore how immediate tasks or projects tie into future aspirations
- Team dynamic and communication preferences (5 minutes)
- Purpose: Lay the foundation for effective collaboration and consistent contact
- Ask how they prefer to communicate (e.g., Slack, email, face-to-face)
- Clarify your availability for questions or check-ins
- Suggested questions:
- What aspects of your new role are you most excited about?
- Are there any areas of the job description or onboarding materials that need clarification?
- How do you envision our working relationship in terms of feedback and support?
- Notes and action items
- Purpose: Capture meeting highlights
- Summarize any follow-up tasks, training, or resources needed
2. Weekly one-on-one meeting template
Total time: 30 minutes
- Wins from the past week (5 minutes)
- Purpose: Celebrate successes and acknowledge progress
- Ask the employee to share 1–2 highlights
- Recognize any exceptional teamwork or problem-solving
- Roadblocks or challenges (5 minutes)
- Purpose: Identify issues that hamper productivity
- Ask what obstacles need manager intervention
- Discuss potential solutions or resources that could help
- Priorities for the upcoming week (5 minutes)
- Purpose: Align on key tasks and goals
- Review major deadlines or deliverables
- Confirm that workloads are reasonable and balanced
- Work life balance and wellness check (5 minutes)
- Purpose: Encourage healthy engagement and address burnout risk
- Inquire about workload stress levels or personal challenges
- Offer support or flexibility when possible
- Suggested questions
- What was your biggest win this past week?
- Is there anything blocking you right now?
- How can I better support you or the team?
- Any new opportunities or tasks you’d like to tackle soon?
- Notes and action items
- Purpose: Record decisions and next steps
- Document new tasks or deadlines
- Confirm any follow-up schedules for unresolved issues
3. Monthly one-on-one meeting template
Total time: 30-60 minutes
- Performance highlights (10-15 minutes)
- Purpose: Review key achievements or areas needing improvement over the month
- Discuss progress toward monthly goals or metrics
- Highlight projects that went especially well—or not
- Feedback exchange (5-15 minutes)
- Purpose: Provide and receive constructive feedback
- Ask the employee how they feel about their performance
- Share observations or suggestions for improvement
- Skills development plan (5-10 minutes)
- Purpose: Identify learning opportunities and long-term growth areas
- Explore courses, workshops, or shadowing experiences
- Align skill-building with both current responsibilities and future career paths
- Long-term goal setting (5 minutes)
- Purpose: Ensure alignment between personal career ambitions and company objectives
- Outline or refine 3–6-month goals
- Discuss any upcoming projects that could support those objectives
- Suggested questions
- What accomplishments this month are you most proud of?
- Where do you feel you need more resources or support?
- What skills or responsibilities would you like to explore next?
- Notes and action items
- Purpose: Capture highlights and plan follow-up
- Record commitments regarding any skill development or new goals
- Schedule next steps or additional check-ins, as needed
4. One-on-one meeting agenda template
Total time: 30 minutes
- Work life balance evaluation (5 minutes)
- Purpose: Gauge overall well-being and check for signs of stress
- Ask about workload satisfaction and personal energy levels
- Offer support if the employee is overwhelmed
- Support and/or resources needed (5-10 minutes)
- Purpose: Identify where the manager can help remove obstacles
- Brainstorm potential solutions or tools
- Discuss any training sessions or additional team support that could help
- Workload management (5 minutes)
- Purpose: Verify tasks are balanced and deadlines are clear
- Cross-check upcoming assignments to avoid bottlenecks
- Adjust priorities based on new developments or shifting deadlines
- Professional check-in (10 minutes)
- Purpose: Create space for open-ended conversation about career satisfaction, goals, and concerns
- Discuss overall engagement level and any changes in motivation
- Encourage employee-led topics, such as skill-building or new project interests
- Suggested questions
- How would you rate your current workload on a scale of 1–10?
- Is there any resource or support you feel you’re missing?
- Are there any developments in the company that concern or excite you?
- Notes and action items
- Purpose: Finalize key points and responsibilities
- Summarize any immediate tasks or follow-ups
- Note who is responsible for each next step and confirm due dates
5. Compensation review one-on-one template
Total time: 30 minutes
- Current compensation and benefits (5 minutes)
- Purpose: Lay out the employee’s existing salary, bonuses, and perks
- Provide up-to-date statements of total compensation
- Clarify how benefits align with industry benchmarks
- Performance and achievement (5-10 minutes)
- Purpose: Tie performance to compensation discussions
- Highlight key accomplishments since the last review
- Discuss measurable contributions or improvements made
- Career growth and next steps (5-10 minutes)
- Purpose: Determine how compensation aligns with the employee’s career path
- Explore future growth opportunities and corresponding pay scales
- Discuss timelines or triggers for potential raises or bonus adjustments
- Budget constraints and company policy (5 minutes)
- Purpose: Offer transparent context about the manager’s or company’s constraints
- Explain relevant budget cycles or approval processes
- Clarify how compensation reviews are typically scheduled or handled
- Suggested questions
- Do you feel your current compensation reflects your responsibilities and contributions?
- Are there other benefits or perks you’d find valuable?
- What does a successful compensation plan look like to you over the next year?
- Notes and action items
- Purpose: Document any agreed-upon compensation changes, timelines, or follow-ups
- Record next steps for performance targets or future raise reviews
- Keep a summary for reference in future meetings
6. 1-on-1 meeting with manager template
Total time: 30 minutes
- Check-in and team dynamics (5 minutes)
- Purpose: Assess how the employee feels about their role within the team
- Ask for any comments on collaboration or interpersonal relationships
- Determine if any tensions or conflicts need addressing
- Engagement and motivation (5 minutes)
- Purpose: Understand current morale and drive
- Inquire about projects or tasks that energize (or drain) the employee
- Brainstorm small changes that could boost engagement
- Goal setting and ongoing projects (10 minutes)
- Purpose: Maintain alignment on tasks and larger objectives
- Review short-term milestones and longer-term goals
- Identify possible challenges and create action plans
- Future opportunities and development (5 minutes)
- Purpose: Explore upskilling, stretch assignments, or new responsibilities
- Invite the employee to propose areas of interest
- Discuss any conferences, courses, or mentor relationships
- Suggested questions
- Which parts of your role are you enjoying the most right now?
- Where do you think you could use more support or guidance?
- Are there any new projects you’d like to take on for professional growth?
- Notes and action items
- Purpose: Summarize key takeaways and to-dos
- Document any immediate changes or follow-ups
- Confirm next steps and potential timelines
How to use a one-on-one meeting template
Each of these one-on-one meeting templates is meant to keep the conversation flowing while making sure nothing important slips through the cracks. Adjust the time allocations or add or remove sections to suit each direct report’s schedule or personal preferences. Above all, remember to consistently take notes and follow up on action items to maintain an effective working relationship and drive meaningful progress.
Here are some other tips to help you get the most value out of your one-on-one meeting agenda templates:
Step 1. Choose and customize the template
Decide on the one-on-one meeting template that best fits the employee and discussion needs. Feel free to tweak the sections in a Google Doc to reflect your leadership style, team dynamics, and structure.
Step 2. Share the template in advance
Send a meeting invite (with the attached agenda) ahead of time. This allows direct reports and managers alike to prepare points, take notes on important topics, and gather data or updates. People work better when they know the agenda in advance.
Step 3. Document key takeaways and action items
During the one-on-one, take notes directly into the template. Highlight any action items that come up, and finalize them before ending the conversation. This makes it easier to check progress at your next scheduled one-on-one.
9 one-on-one meeting questions
If you’re looking for quick phrases or comments to include in your meeting agendas, here are some reliable ones:
Alignment
- Do you have questions about the strategy?
- What are your priorities for this week?
- Any admin items that we should discuss?
Progress
- Did you experience any roadblocks?
- Do you need any additional input from me?
- How are you progressing toward your current goals?
Feedback
- What feedback do you have for me?
- Which skills would you like to continue working on?
- How can I support you?
Use these questions in your 1:1 agenda template to guide effective conversations and make sure direct reports have a chance to make their voices heard.
Enhance your one-on-one meetings with Rippling
Connect every step of performance management with Rippling's performance management software. Rippling helps you align your team on goals and OKRs, configure review cycles in minutes, collaborate on ratings and raises, and report on performance trends alongside all your employee data to unlock deeper, more impactful insights.
Rippling is the only performance management software built on employee data, so it syncs seamlessly with every other app in Rippling across HR, IT, finance, and third-party integrations. That means you can easily share performance data across your organization, pull in employee data to make performance decisions more data-driven, and granularly control access and approvals so the right people have the right access based on their role, department, location, and other attributes.
Rippling Performance Management provides templates for one-on-one meetings that you can use to hit the ground running—or you can create your own. Configure questions for all reviewer types—and even add targeted questions using employee attributes, like department or role. Rippling also offers admin visibility into one-on-ones, so they can make sure employees are meeting consistently.
FAQs of one on one meeting templates
Below are some frequently asked questions about one-on-one meeting agenda templates:
What is the best format for a 1 on 1 meeting?
The best format is one that fits your team members and your structure. Most managers keep it informal yet purposeful. Have an agenda, take notes, and always recap action items at the end.
How often should one-on-one meeting templates be updated?
It depends on the cadence of your team meetings. A weekly or monthly update often works well. If ongoing changes occur (like new employees onboarding), updating the templates more frequently might help.
Should employees contribute to the one-on-one meeting template?
Absolutely. Encouraging employees (especially direct reports) to contribute fosters a working relationship of collaboration and shared ownership. They can add topics or questions they want to discuss.
How can a one-on-one meeting template improve conversations?
A well-structured one-on-one meeting agenda helps managers and direct reports stay focused, track progress, and make sure no vital discussion is overlooked. This leads to more transparent communication and better employee engagement.
This blog is based on information available to Rippling as of March 10, 2025.
Disclaimer: Rippling and its affiliates do not provide tax, accounting, or legal advice. This material has been prepared for informational purposes only, and is not intended to provide or be relied on for tax, accounting, or legal advice. You should consult your own tax, accounting, and legal advisors before engaging in any related activities or transactions.
