17 Free One on One Meeting Templates for Powerful Employee Conversations

Are you looking to get the most out of your conversations with employees? 

Frequent and regular one-on-one meetings should be a priority for any organization. They are a critical component of effective employee management, providing opportunities to: 

• Build relationships. 
• Provide feedback. 
• Set goals.
• Address employee issues.

They should be calculated conversations that keep employees engaged and eager to contribute to your organization's success. 

According to Mark C. Crowley, author of Lead from the Heart, one-on-one meetings reduce the resignation letters landing on managers' desks.

"I advise managers to hold one-on-one meetings with every employee every week. 'My people don't want all that,' I hear back. 'They just want to focus on their work.' You'll end up losing all your high performers if you think that." People need your attention! [...] By reserving time every week, it reminds people they're important."

But many view 1on1s as their manager's way of micromanaging them and a waste of time.

So you need to be intentional about your meetings' agenda, structure, and objectives.

We have created 17 one-on-one meeting templates. We designed them to help you have powerful, productive conversations with your employees, driving growth and achieving success.

📝 17 Powerful one-on-one meeting templates

First 1 on 1 meeting template

Why it matters: The first one-on-one meeting is a chance to improve the new hire's onboarding experience and make it less overwhelming.

You get to make the employee feel welcome and part of your organization and provide clear expectations on how you'll work together.

It's essential to get it right.

The first one on one is your chance to establish the foundation for a positive manager-employee relationship.

Areas the one-on-one meeting template covers:

• Learning about the new employee;
• Understanding how they work and their preferences;
• Mapping out the expectations for the first month;
• Understanding their goals.

When to use it: Hold the first 1:1 onboarding meeting within the first week.

By then, they should have completed the onboarding paperwork and familiarized themselves with the company culture and policies.

➡️ Download our free template for your first 1:1 meeting with your new team member. 

Developmental one-on-one meeting template

Why it matters: Employee development is most effective when the employee owns it. 

You can invest in development opportunities that complement the career trajectory and goals of the employee. And this builds employee engagement.      

Asking the right development conversation questions will uncover the development areas you need to address to make the employee feel fulfilled.

Areas the one-on-one meeting template covers:

• Conversation starter.
• Guiding the employee towards self-awareness.  
• Employee's career goals, aspirations, and desires.
• A concrete action plan that builds on their current competencies and skills.

When to use it: Instead of having a schedule for developmental one-on-one meetings, make them an ongoing process.

Hold these meetings whenever employees show readiness for new responsibilities and challenges. Or when they indicate difficulties in performing their duties.

➡️ Download our developmental meeting template and start coaching your people for growth.

Quarterly review meeting template

Why it matters: The aim is to take stock of the employee's performance over the last three months and make the right improvements in the next quarter.

The right performance review questions will prompt employees to open up about the barriers keeping them from meeting their performance goals and expectations.

They'll evoke a comprehensive discussion on growth opportunities to ensure the employee's performance and career trend upward.

Areas the one-on-one employee meeting template covers:

• recognizing positive performance outcomes;
• an overall assessment of their performance against the set goals;
• employee's concerns and challenges;
• employee's future growth;
• goals and expectations for the next quarter.

When to use it: Use quarterly performance conversations to realign individual performance with company objectives.

The key difference between a 1:1 performance review and a traditional appraisal is frequency and focus. Traditional appraisals are often annual, formal, and heavily focused on evaluation and ratings. They can be seen as a report card and tend to focus on past performance.

On the other hand, quarterly one-on-one performance reviews, like the one outlined in this template, are more frequent, conversational, and development-oriented. They offer a chance to reflect on the recent past but, more importantly, to look ahead and set objectives for the next period.

Quarterly performance conversations will help you maintain high-performance levels throughout the year and ensure full utilization of employees' strengths and skills.

➡️ Download our quarterly performance check-in meeting template.

➡️ Also, have a look at our performance appraisal form template for your traditional reviews. 

Career discussion with manager template

Why it matters: Focusing on career planning in one-on-one meetings helps employees align their personal and professional goals with the organization's objectives.

We designed this template to foster a supportive environment that encourages employees to take an active role in their career development, driving long-term success for both the employee and the organization.

Areas the template covers: Our career planning meeting agenda covers key aspects of career development, including:

• Discussing career goals.
• Reviewing performance.
• Identifying development opportunities.
• Creating an action plan.
• Scheduling follow-up meetings.
• We also added some best practices and tips to ensure your people and their leaders get the most out of the conversation.

When to use this template: Use it for periodic one-on-one meetings with employees (e.g., quarterly or semi-annually) to discuss their career aspirations, identify growth opportunities, and provide guidance on achieving their career goals.

➡️ Download our free career discussion with manager template.

One-on-one meeting agenda template: Weekly check-ins

Why it matters: Regular weekly check-ins help maintain open communication between managers and employees, ensuring that tasks and goals align with organizational objectives.

This template encourages ongoing support and feedback, increasing employee engagement, productivity, and job satisfaction.

Areas the template covers: Our weekly check-ins agenda template covers:

• a review of weekly progress;
• prioritization of tasks and goals for the upcoming week;
• identifying and addressing challenges;
• discussing learning and development initiatives;
• providing feedback and support;
• outlining the next steps. 

We also added some handy tips for managers, such as helping employees break down larger projects into smaller, manageable tasks and taking the time to recognize the achievements and results from the previous week.

When to use this template: Use it for weekly one-on-one meetings with employees to maintain regular communication, provide support, and ensure that their tasks and goals are on track and aligned with the organization's objectives.

➡️ Download our free weekly employee one-on-one meeting template doc.

Goal setting template

Why it matters: Setting the right professional goals facilitates ongoing constructive feedback.

The conversation is also an opportunity to help employees understand how their work contributes to the bigger picture. 

By holding one-on-one meetings for goal setting, you put your minds together to create goals that are:

• Specific to one aspect of their role;
• Easy to measure progress;
• Ambitious but attainable;
• Relevant to your company objectives; 
• Time-bound—you can agree on a realistic timeframe to achieve the goals.

Sounds familiar? Well, that's because we are strong supporters of the SMART framework.

Areas the one-on-one goal-setting meeting template covers:

• successes and shortcomings of the previous goals;
• at least three SMART goals for the current quarter;
• objectives and key results (OKRs);
• action plan;
• resources and support needed to achieve the goals.

When to use it: Goal conversations should be ongoing, not a one-time event.

Hold these conversations to align employee and organizational goals and to measure progress.

You can have one-on-one goal-setting meetings in these situations.

• During the creation of the goals
• When goals get off track
• When changes within the organization cause priorities to change
• After achieving the goals. 

➡️ Download our goal setting template and start planning your team's performance.

📈 Here are some extra resources you can use: our guide to setting effective employee performance goals, 35 examples of SMART goals for employees and 15 leadership-specific SMART goals examples.

Monthly one-on-one meeting

Why it matters: Similar to weekly and bi-monthly meetings, the goal is to promote open communication to address uncertainties, eliminate roadblocks, and keep employees engaged. 

Note: Monthly meetings are a great time to discuss progress on longer-term projects or goals, while weekly meetings can focus more on task-specific updates and addressing any immediate needs or roadblocks.

These meetings help managers support employees in accomplishing monthly goals and develop their skills through continuous feedback.

Talking points in the one-on-one meeting template:

• conversation starter: Important company updates;
• calibrating expectations;
• discussing the status of goals and projects and making any necessary adjustments;
• acknowledging accomplishments and providing feedback on the last month's performance;
• addressing roadblocks;
• work-life balance; 
• discussing the status of employee development;
• discussing priorities for the next month and any new goals
• questions to ask at the end of the meeting.

When to use it: We recommend having monthly one-on-one meetings with employees at all levels. Use them to keep employees' goals aligned with the broader company goals.

If you choose to have monthly one-on-one conversations instead of weekly or bi-monthly meetings, use channels such as Slack to keep communication open between the meetings.

➡️ Get access to our free employee monthly one on one form Microsoft Word template.

Compensation review meeting template

Why it matters: Compensation review meetings are not just about what you communicate but how you communicate it.

Employees should leave the meeting feeling informed, positive, heard, and appreciated.

Sufficiently compensated employees have high levels of job satisfaction and motivation.

Areas the one-on-one meeting template covers:

• employee happiness and satisfaction;
• the company's compensation policies;
• reflection of the growth and development of the employee in the past year;
• the pay range of their role and where they currently stand;
• the way forward for the employee to increase their earning potential;
• employee's concerns about their compensation.

When to use it: Timing largely depends on your company's compensation policy. 

Most companies have compensation review meetings annually or biannually. 

Some hold the conversation on an employee's anniversary.

➡️ Download this free compensation review meeting template.

💡 We've also prepared an in-detail guide on how to hold compensation conversations with employees. Check it out before your meeting.

Coaching template

Why it matters: Coaching conversations empower employees and reinforce their strengths. In addition, they are an opportunity to explore and tackle the challenges hindering their performance.

Effective coaching promotes independent thinking. It creates self-awareness and encourages employees to take responsibility for their actions, career development, and success.

Areas the employee one-on-one meeting template covers:

• Clarifying the direction of the coaching conversation.
• Uncovering problems and challenges.
• Goal setting.
• Takeaways and action steps.

When to use it: We recommend holding coaching conversations every two weeks. More frequent coaching conversations will produce better results from the employee.

End of the year one on one meeting with manager template

Why it matters: Note that we are not discussing a standard performance appraisal conversation. It's a chance to reflect on the past year—the projects, wins, losses, missed opportunities, and learnings—and plan the priorities for the coming year.

Agreeing on an action plan that will help the employee improve sets the stage for a successful year ahead.

Areas the one-on-one meeting template covers:

• connecting with the employee at a personal level;
• a recap of the successes and learning of the previous year;
• areas to develop;
• employee's aspirations and goals for the coming year;
• company's priorities for the coming year.

When to use it: Hold end-of-the-year one-on-one meetings at the end of the fourth quarter. Reflect on the work, projects, and events of the last 12 months.

➡️ Download the end of the year meeting template.

Offboarding meeting template

Why it matters: One-on-one meetings with employees leaving your organization should be part of your offboarding checklist.

These meetings can provide insights into areas where your organization is falling short. You can use this knowledge to optimize the employee experience and boost retention.

It also creates a positive offboarding process that preserves your networking opportunities and reputation.

Areas the one-on-one employee meeting template covers:

• verification of knowledge transfer;
• reasons for leaving;
• feedback on the work environment.

When to use it: Use this offboarding meeting template with each of your exiting employees. It'll lead to a cycle of learning and improvement.

➡️ Download the offboarding meeting template.

Generic employee one-on-one meeting template

Why it matters: Frequent conversations with employees provide a pulse on the employees' experience.

It facilitates a culture of communication and builds trusting employee-manager relationships where both parties keep each other in the loop.

Areas the one-on-one meeting template covers:

• summary of action items (follow-up on the last meeting);
• overview and purpose;
• time estimation;
• feedback - start, stop, continue format;
• planning future activities.

When to use it: You can use this agenda for more ad-hoc meetings, when you don't have a recurring one-on-one ritual.

They're also helpful when developing a trusting relationship and providing extra guidance to new employees. 

➡️ Download the weekly one-on-one meeting template.

Bi-monthly one-on-one meeting template

Why it matters: Productive bi-monthly conversations make employees feel fully supported in their roles. 

You get to clear up any confusion between teammates concerning projects, clarify expectations, and share feedback.

It's also an opportunity to align employee plans with crucial tasks or projects.

Key topics the one-on-one meeting template covers:

• latest project developments;
• progress on goals;
• feedback on the performance of the last two weeks;
• key tasks for the coming weeks;
• obstacles hindering performance and their solutions.

When to use it: If your calendar cannot accommodate weekly one-on-one meetings, bi-monthly meetings will do.

They'll help you stay in touch with your employees' progress and address challenges early on before they snowball into major hindrances to performance.

➡️ Download now the bi-monthly one-on-one meeting template.

Skip-level one-on-one meeting template

Why it matters: A skip-level meeting is where senior managers meet with non-managerial employees without mid-level management. It’s not a performance review; rather, it's an opportunity to build rapport, gather feedback, and gain insights into the team’s dynamics and the employee's aspirations.

Skip-level conversations help the organization's upper-level management better understand and address challenges, foster trust, and drive positive changes across the organization.

The following skip-level one-on-one meeting template is a guide for senior managers to have a direct and meaningful conversation with non-managerial employees.

Using this template, you can make your skip-level meetings more structured, productive, and beneficial for both you and your employees.

Essential items our skip-level one-on-one meeting template covers:

• questions to build a rapport with the employee and make them open up;
• manager feedback;
• team feedback;
• employee's career goals and roadblocks to growth.

When to use it: Have a skip-level one-on-one meeting with each employee monthly or at least every quarter. It'll help you learn and resolve any dysfunction within the organization promptly.

➡️ Download the skip-level 1:1 meeting template now.

❓ Make the template your own with these extra skip level meeting questions.

End of probation meeting template

Why it matters: Transitioning from a probationary period to a permanent position is a key moment in an employee's career. The end of probation meeting provides an opportunity to give and receive feedback, address concerns, and set clear expectations for the future.

This template will guide you through conducting an effective end-of-probation review that encourages open dialogue and mutual understanding.

Areas the one-on-one meeting template covers:

• must-ask questions to support the employee's development in the organization;
• understanding the employee's perception of the organization;
• investigating areas where the employee needs support;
• performance and development goals.

When to use it: A probation period review one-on-one meeting should occur at the end of the probation period, typically three to six months after the hire date.

➡️ Download the end of probation meeting template.

💡 Discover how Taktile automates probation conversations and sets new hires on a path of success and growth.

Peer one-on-one meeting template

Why it matters:

So far, we've covered one-on-one meetings between superiors and subordinates. But a conversation between co-workers at the same level can be helpful in:

• Reinforcing cross-functional communication.
• Sharing of knowledge and ideas.
• Understanding how to work better together.
• Getting team feedback from other departments.
• Fixing inter-team problems.

A productive peer meeting should improve both participants' approaches to work.

Areas the one-on-one meeting template covers:

• questions to build rapport with the peer;
• updates on team changes;
• feedback exchange on cross-functional communication;
• challenges in cross-functional collaboration and solutions;
• upcoming projects.

When to use it: Peer one-to-one meetings don't have to be as frequent as other manager-employee meetings. But you don't want too much time to pass without having a conversation with your peers. So once a month or every other month is ideal.

➡️ Download the peer-to-peer 1:1 meeting now.

Wellbeing at work meeting template  

Why it matters: Incorporating wellbeing into your one-on-one check-ins normalizes mental health in the workplace. Plus, it creates a space where employees can be vulnerable.

Prioritizing well-being is especially important among remote workers, where the line between work and home is often unclear. It prevents work-life imbalance that causes burnout and reduces productivity.

In addition, these meetings are a chance to collect individual feedback on the steps you can take to improve your employees' overall wellbeing.

Areas the employee one-on-one meeting template covers:

• warm-up questions to get into the rhythm of the discussion;
• wins for the week;
• challenges in performing their role;
• level of employee fulfillment;
• employee's work-life balance;
• ways the organization can support the employee more.

When to use it: Today's workforce expects organizations to provide appropriate support and assistance that shows they take mental health issues seriously.

In line with these expectations, make well-being one-on-one check-ins a regular thing in your workplace, such as weekly. Then, you can come up with something like "Welfare Wednesday."

It's vital to survey remote workers regularly and keep track of their well-being.

➡️ Download the wellbeing-focused one-on-one meeting template.

🧘 For a company-wide wellbeing check, use this survey template to assess psychological wellbeing at work.

🔍 How to structure your 1:1 meetings?

One-on-one meetings are employees' meetings, not managers. Therefore, the employee should do 90% of the talking.

Make the employee aware of the talking points ahead of time. It allows them to reflect on the topics you'll discuss and prepare the areas they'd like the meeting to address.

Follow this structure for your one-on-one meetings:

1. Start by connecting with the employee at a personal level. You can ask check-in questions about their latest pursuits or plans for an upcoming vacation.
2. Get a progress update on the employee's objectives. Check in on the action items you came up with in the last meeting.
3. Acknowledge their recent successes. Recognize specific instances where they used their strengths and demonstrated growth.
4. Discuss roadblocks. Talk about the challenges they're facing and find a solution together.
5. Set clear expectations and priorities. Create an action plan. 
6. Get feedback and requests for change. Seek their opinion on areas you can improve to make their experience better.
7. End by thanking the employee for opening up and having an honest conversation.

❓19 Questions for managers to ask in a 1:1 meeting

Here are some questions you should ask in one-on-one meetings to create meaningful conversations that go beyond status updates. 

1. How has the past week/month been?
2. How is your current task load?
3. Where do you picture yourself in the next two years?
4. What can we do to help you achieve professional growth?
5. Are you in a role that genuinely allows you to shine based on your natural strengths?
6. Are you proud of your progress?
7. Are there non-work-related matters that are holding back your performance?
8. What part of your job are you enjoying the most?
9. Which parts of your job frustrate and bore you?
10. What inspires, motivates, and energizes you in the workplace?
11. What makes you excited to work on a project?
12. What projects would you like to be more involved in?
13. Which is the hardest part of undertaking your role? Is anything blocking you?
14. What could we do better to feel you supported in your role?
15. Is your job meeting the expectations you had when you accepted it? If not, where does it fall short?
16. What are your top job priorities this week/month/quarter?
17. What's your opinion about the vision and priorities of this organization?
18. What do we need to change about our feedback system?
19.  Do you feel comfortable sharing your ideas, thoughts, or contradictions with your team or managers?

💪 For a boost of inspiration, check out our collection of 100+ additional one-on-one meeting questions for engaging and motivating conversations.

➡️ Enable more meaningful conversations with Zavvy

These one-on-one meeting templates will facilitate a culture of ongoing feedback and partnership in your organization. 

They'll help you address challenges affecting employees' performance, which will increase agility and improve performance.  

To get even better results, use Zavvy's one-on-one meeting software to create structured one-on-ones that drive alignment and accountability.

You'll have a central place where you can:

• Collaborate on the one-on-one meeting agenda and talking points with the employee.
• Share the 1:1 meeting questions and view their answers ahead of the meeting.  
• Set a recurring schedule for your 1:1 meetings.
• Add recurring questions. 
• See all upcoming 1:1 meetings with your direct reports.
• Keep track of the goals and action items you set in the meeting.
• Create and review private meeting notes.

📅 Curious to see how Zavvy can make your 1:1 meetings more productive? Simply book a demo.