1on1 meetings are arguably one of the most important tools for a manager to connect with their reports. During this meetings you usually cover topics like feedback, coaching, relationship building, problem solving. Cadence also varies between weekly, bi-weekly, and monthly.
You really don't need to have a title of a manager to need 1on1 meetings. Basically, whenever there is a person working and you are responsible for his outputs, you should be doing 1on1s. Most of the founders, CEOs, CTOs will find themselves doing that in no time.
During 1on1 meeting, I recommend focusing on non-tactical topics and focus on things like:
Keep the questions open ended.
But if there is one rule of thumb during these meetings is that you, as a manager, are here to listen and not to talk. Spend most of the time listening.
Status updates can be done in shared meetings with other team members like daily updates or sprint reviews so it's better to utilize the time of 1on1s on topics that can't be discussed publicly.
To get started simple, I recommend having bi-weekly meetings with new hires and monthly meetings afterwards. I've found that most of the people tend to discuss tactical status updates when 1on1s happen more often. However, the main value of 1on1s are discussing more global things like whether you enjoy work overall or are there some systematic problems that annoy you.
It's important to hold 1on1s regularly so it's best to set them as a recurring event on the calendar. One of the main benefits of this, is that both parties can rely on them happening regularly at clear intervals so it's known when you get a chance to discuss important topics.
Meeting duration should be around 30-60 minutes. This provides enough time without feeling rushed or dragging on.
Note taking is really important step of 1on1s especially if you manage a lot of people. It's recommended to have one doc per person to keep notes. As the meeting goes, just write down things as they go, and then after the meeting clean it up if needed.
Quite often, when the next 1on1 comes, you will want to briefly skim the notes to see if there are any points that you should follow up.
Also, in some countries, when a person is not performing at an acceptable level, this will become important documentation if you are planning to let the person go.
1-on-1 meetings aren't just routine catch-ups. They're a golden chance to foster growth, strengthen bonds, and get everyone on the same page. Stick to the guidelines in this manual, and you'll turn these meetings into something truly impactful and rewarding for everyone involved.