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One-to-one meeting template

One To One Meeting Template

Research from the likes of the Cor­po­rate Exec­u­tive Board and Deloitte has found that hav­ing reg­u­lar one-to-one meet­ings (or check-ins’) with employ­ees and giv­ing fre­quent feed­back has a much greater impact on employ­ee per­for­mance and engage­ment than annu­al appraisals alone. But what should be dis­cussed at these check-in meetings?

We’ve cre­at­ed a check-in meet­ing tem­plate that you can use to help your employ­ees and man­agers struc­ture their reg­u­lar one-to-one discussions.

Get our One-to-One Meet­ing Template

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Using the one-to-one meet­ing template

Here are some tips for get­ting the most out of one-to-one meet­ing with employees:

  • The fre­quen­cy of one-to-one meet­ings tends to vary by organ­i­sa­tion from week­ly to quar­ter­ly. Month­ly meet­ings are a good start­ing point.
  • One-to-ones are most like­ly to hap­pen when they are ini­ti­at­ed by the employ­ee. This is the approach that Deloitte advo­cates for its own employees.
  • One-to-one meet­ings have most impact when the employ­ee owns the agen­da and runs the meeting.
  • The meet­ing will be more effec­tive if the employ­ee reads the prompt ques­tions and pre­pares some points for dis­cus­sion in advance of the meeting.
  • The employ­ee should do the bulk of the talk­ing with the man­ag­er ask­ing ques­tions and active­ly listening.
  • Not all ques­tions in our one-to-one meet­ing tem­plate need to be dis­cussed at every sin­gle meet­ing. Ide­al­ly both par­ties should read through the prompt ques­tions each time, but only dis­cuss the most rel­e­vant items. This keeps the meet­ings from get­ting too long.
  • One-to-one meet­ing appoint­ments should be always be kept when­ev­er pos­si­ble. If a meet­ing must be post­poned, it should ide­al­ly be resched­uled for the same day or the next day.
  • Agreed action points should be fol­lowed up as soon as pos­si­ble after the meeting.
  • One-to-ones will have a greater impact on employ­ee per­for­mance and employ­ee engage­ment if man­agers are trained in how to give effec­tive feed­back and use coach­ing techniques.

For more infor­ma­tion on how one-to-one meet­ings and per­for­mance man­age­ment sys­tems are evolv­ing, see our blog.

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