One-on-One Agenda
Framework: Manager-IC shared agenda
Use for: Ongoing 1:1 meetings between a manager and direct report
Time required: 5 minutes to prep (the value is consistency over time)
How to use this template
- Both manager and IC should add items before the meeting — this is a shared doc, not a manager-driven check-in.
- The IC's items come first. The direct report owns the agenda; the manager supports it.
- Keep a running log of follow-ups so nothing falls through the cracks across meetings.
- Use the Type column to signal what kind of conversation you need — it helps the other person show up in the right mode.
- Resist turning this into a status meeting. Status can be async. Use the time for what only live conversation can do.
Header
| Field | Details |
|---|---|
| Manager | [Name] |
| Direct Report | [Name] |
| Date | [Date] |
| Meeting Cadence | [Weekly / Biweekly / Other] |
Check-In
Start here. Two minutes max. Sets the tone.
How are you doing? [Direct report fills in — anything relevant to bring into the room]
Energy / bandwidth this week: [High / Medium / Low] — [One sentence: why]
Direct Report's Agenda Items
IC fills this in. These items take priority.
| Topic | Type | Time Needed |
|---|---|---|
| [Topic or question] | [Update / Blocker / Feedback / Career / Other] | [X min] |
| [Topic or question] | [Update / Blocker / Feedback / Career / Other] | [X min] |
| [Topic or question] | [Update / Blocker / Feedback / Career / Other] | [X min] |
| [Topic or question] | [Update / Blocker / Feedback / Career / Other] | [X min] |
Type key: Update = FYI, no action needed | Blocker = stuck and need help | Feedback = want input or a reaction | Career = growth, development, direction | Other = anything that doesn't fit the above
Manager's Topics
Manager fills this in. These are addressed after the IC's items, if time allows.
| Topic | Type | Time Needed |
|---|---|---|
| [Topic] | [Coaching / Feedback / Strategic context / Admin] | [X min] |
| [Topic] | [Coaching / Feedback / Strategic context / Admin] | [X min] |
| [Topic] | [Coaching / Feedback / Strategic context / Admin] | [X min] |
Current Blockers
What's blocking you right now — on any project, in any context? This question is always on the agenda.
- [Blocker or friction point — what it is and what you've tried]
- [Blocker or friction point — what it is and what you've tried]
- [Blocker or friction point — what it is and what you've tried]
Wins to Celebrate
Name at least one. This is not optional and it's not fluff — recognizing progress is part of the manager's job.
- [Win 1: specific thing that went well this week / period]
- [Win 2: progress made, problem solved, or skill demonstrated]
- [Win 3: contribution that might otherwise go unacknowledged]
Follow-Ups from Last Meeting
Review at the start of every 1:1. If items stay "In Progress" for multiple meetings, that's a signal something is stuck.
| Item | Owner | Status |
|---|---|---|
| [What was agreed to last time] | [IC / Manager] | [Done / In Progress / Blocked / Deprioritized] |
| [What was agreed to last time] | [IC / Manager] | [Done / In Progress / Blocked / Deprioritized] |
| [What was agreed to last time] | [IC / Manager] | [Done / In Progress / Blocked / Deprioritized] |
Follow-Ups for Next Meeting
Capture commitments made in this meeting before you close.
| Item | Owner | Due |
|---|---|---|
| [What was agreed to today] | [IC / Manager] | [Date or "next 1:1"] |
| [What was agreed to today] | [IC / Manager] | [Date or "next 1:1"] |
| [What was agreed to today] | [IC / Manager] | [Date or "next 1:1"] |
Notes
Free-form space for anything that came up in conversation that doesn't fit the structure above.
[Notes from this meeting]
The best 1:1s are owned by the direct report, not the manager. More on effective 1:1s at biztechprimer.com.