Making the Most of 1:1 Meetings

How to have a great leadership 1:1

Sometimes, it’s the simple things that, when fine-tuned, can make a real difference to the effectiveness and performance of our team. One-to-one (1:1) meetings are a prime example. For many of us, the way we engage with our teams has been shaped over years of experience, trial and error, creating an approach that fits our natural style.

Habits form, both good and bad, and they stick. Especially under pressure, the natural temptation is to default to what we know works.

The simple 1:1 meeting often becomes a routine, entered with little preparation aside from the meeting content.

However, it is worth the time to get it right.

If you meet with your team members monthly for 1:1s, that’s just 12 times a year for dedicated one-on-one time.

While your interactions won’t be limited to these meetings, this is specific, dedicated time to focus on your relationship, their priorities, and outcomes.

Relative to the amount of time you invest in work, it is incredibly small. We see a similar dynamic in sports. FIFA stats show that a football player has the ball on average for 1 minute and 49 seconds during a 90-minute game. That’s 109 seconds to really make an impact.

The same goes for business.

For average workers who spend around 1,600 hours at work per year, an hourly monthly 1:1 equates to just 0.75% of their time. That’s less than a 1% chance to impact the other 99%. That 1% really needs to count.

So, what should you focus on during that 1%?

The content of 1:1 meetings will vary from person to person—covering strategic objectives, operational and financial performance, talent and team development, personal goals, and upcoming challenges and opportunities. As well as deploying a good dose of active listening, trust, empathy, and openness.

No two meetings will look the same, and careful design and thought are required to get the best out of them.

The challenge is that this demands headspace—something many leaders lack. But by carving out even a little of this space, you can ensure that each 1:1 meeting creates meaningful lasting impact.

So, this week, to help you give your 1:1s a quick review and refresh, read on:

Reflect: Firstly, time 1:1 is precious, so you need to get the most out of it – for you and your team member. The biggest mistake leaders make is using one on one time to exchange information and give the latest updates – or as a method of control/checking.

If you find yourself asking “how is <programme> going?” you’re right there. Instead use your planning tools (e.g. Asana) to share progress and OKR status instead. This can happen async via email, Teams to review on your own schedule before the meeting so you are prepared.

Take a moment and reflect:

• What do your 1:1’s typically focus on?

• What do you find yourself naturally tempted to discuss?

• What could be covered a different way that would create more space for making a bigger impact?

Design: Finding a perfect standard template for a 1:1 will be challenging, given every team member and their needs are unique. However there are common components that a good 1:1 will often include:

• Pinpointing what’s going well and what’s not – drawing out themes on performance

• Discussing opportunities/challenges observed – perhaps linked to the above, or drilling down to a few specific action items/hot topics

• Reflecting on recent feedback given and the impact

• Asking specific ad hoc/random questions to test below the surface (and also keep your team on their toes) e.g. you might choose to ask ‘how is <person> doing with <programme>?’

• Deciding courses of action, planning and exploring how you can help enable their progress by removing road blocks

What would you add, remove or switch up?

Focus: Leadership begins with you, but it is not about you. It’s about creating an environment where your team can thrive. Each team member is unique and values different aspects of a 1:1 meeting. Some prioritise relationships, some prefer brevity and focus, while others value empathy and care.

To get the most out of your team members, your adaptability is key. Meet them halfway and help them get what they need from the 1:1 – as well as what you need – to leave them feeling valued and satisfied.

Reflect on each of your team members:

• Do they enjoy small talk and relationship building before diving into business, or do they prefer to get straight to the point?

• What does an ideal 1:1 meeting look like from their perspective?

• How can you structure a 1:1 meeting that addresses both your needs and theirs?

Refine: 1:1 meetings are a valuable opportunity to enhance your leadership style and make a significant impact on your team. How you engage—whether through coaching, advising, telling, or listening—can shape the effectiveness of these interactions.

• What do you tend to do more of during your 1:1’s – advising, telling and coaching?

• What strategies do you use to ensure you are fully present and always actively listening?

• What would be one thing you would like to do more of during your next set of meetings?

Listen: For more on 1:1’s listen to Steven Rogelberg, Chancellor’s Professor at the University of North Carolina on HBR’s IdeaCast – on how to prepare for, structure, engage in, and follow up on one-on-ones.