Running a Useful One-to-One

Why this matters

One-to-ones are where management actually happens. Status updates can live in tools; the real value is hearing what someone is stuck on, how they are developing, and whether expectations match reality. Skipping or rushing these meetings leaves small issues to grow into resignations, missed deadlines, or quiet disengagement. For new managers especially, a reliable one-to-one rhythm is often the fastest way to learn what your team actually needs from you.

Practical steps

Agree a regular slot and protect it. Share a simple agenda in advance: their priorities, your priorities, blockers, and development. Let them speak first — most of the time should be theirs. Take notes on commitments you both make.

Discuss workload honestly; if everything is urgent, help them reprioritise. Ask about wellbeing in a work context: energy, collaboration, clarity — not therapy. Review actions from the last meeting before closing. For remote teams, use video when possible and confirm time zones. Rotate focus across weeks: one session on delivery, the next on skills and career direction. End by confirming what you each owe before the following meeting.

Common mistakes

Turning the meeting into a status report you could read elsewhere wastes the slot. Cancelling repeatedly sends a clear message about how much you value the person. Doing all the talking prevents you from learning. Avoid saving difficult feedback for the last five minutes. Do not assume silence means fine — ask follow-up questions.

If you manage many people, keep notes organised so you remember context between sessions. Jumping straight to solutions before they feel heard can shut down honesty. A useful one-to-one should leave them clearer, not more overwhelmed. Track themes across months — recurring blockers often signal a systems problem, not a people problem.

Watch note

Celeste Headlee's conversation principles apply directly to one-to-ones: listen to understand, stay curious, and resist the urge to fix everything immediately.

Tip: Try a shared agenda doc for your next one-to-one. For more manager guides, visit the Job Near Me Career guides.

Further reading

• ACAS workplace advice