Managing People template
One-to-One Meeting Template
Published 3 August 2026 · Last reviewed 22 August 2026 · By Kayley Hart
What this template is for
Use this agenda for a regular manager–team-member meeting. It leaves room for their priorities and concerns, while ending with a small number of owned actions rather than a vague status conversation.
Use this template your way
Copy it into your own workspace, print it, save it as a PDF from your browser, or download a DOCX file to edit offline.
How to use this template
- Share the agenda before the meeting and ask the team member to add their topics first.
- Use evidence and examples when discussing progress or feedback; do not try to solve every operational detail in the meeting.
- Record only the actions that need follow-up and review them at the start of the next one-to-one.
Reusable document
Working template
Replace the bracketed prompts with facts about your own team. Keep the completed version in the shared place where the relevant people can use it.
1. Meeting details and purpose
Record the date, attendees and the purpose of this recurring conversation so notes remain useful when read later.
Date: [date] Manager and team member: [names] Purpose for today: [what needs attention]
2. Their agenda first
Give the team member a protected space to raise topics before you add manager updates or feedback.
Topics the team member wants to discuss: [bullets] What they need from the manager: [support or decision]
3. Progress and priorities
Discuss the most important work and the evidence of progress, not a comprehensive list of every task completed.
Progress since last meeting: [evidence] Top priorities until next meeting: [one to three items]
4. Blockers and support
Identify what is slowing the work and specify whether the needed response is information, access, a decision or more capacity.
Blocker: [what is getting in the way] Support or decision needed: [owner and deadline]
5. Feedback in both directions
Use a concrete situation, observed behaviour and impact. Invite feedback about the manager, process or team as well.
Feedback for team member: [situation, behaviour, impact] Feedback for manager / team: [what to continue, stop or change]
6. Actions and next check-in
Each action needs one owner and a date. If it has neither, leave it out rather than pretending it is a commitment.
Action | Owner | Due date [action] | [name] | [date] Next meeting: [date]
Illustrative only
Filled example
This example shows the level of specificity to aim for. Replace it with your own names, limits, dates and evidence rather than copying the facts.
1. Meeting details and purpose
Date: 5 September 2026 Manager and team member: Priya Shah and Alex Green Purpose for today: Review first month in the customer-support role and remove blockers.
2. Their agenda first
Topics the team member wants to discuss: Handover gaps on Friday cover; uncertainty about refund authority. What they need from the manager: Confirm the escalation route for a refund above £75.
3. Progress and priorities
Progress since last meeting: Average first response time reduced to 3.5 hours. Top priorities until next meeting: Complete the returns FAQ; shadow one complex complaint; keep the support queue below 20 open cases.
4. Blockers and support
Blocker: Alex cannot see historic subscription changes in the billing system. Support or decision needed: Priya asks the system owner for read-only access by Tuesday.
5. Feedback in both directions
Feedback for team member: In last Tuesday's complaint, your clear timeline stopped the customer escalating; keep using that structure. Feedback for manager / team: Clarify which channel is used for urgent account-access requests.
6. Actions and next check-in
Action | Owner | Due date Request billing read-only access | Priya | 8 September Draft returns FAQ | Alex | 11 September Next meeting: 19 September 2026
Before you share it
Send the final notes to both attendees within one working day. Keep personal or sensitive matters in an appropriate confidential record rather than a shared team workspace.