How To Run A Weekly 1 On 1 Meeting

Conduct a weekly 1 on 1 meeting by setting a clear agenda, encouraging open dialogue, tracking progress, and creating actionable plans.

A weekly 1 on 1 meeting is a regular meeting between a manager and their direct report, typically scheduled for a specific time each week. It serves as a dedicated time for open and honest communication, focusing on the employee’s progress, goals, challenges, and any other topics that need attention. The purpose of this meeting is to provide an opportunity for relationship-building, feedback, mentoring, and alignment between the manager and employee, thereby improving overall performance and fostering a collaborative work environment.

What is the purpose of a Weekly 1 On 1 Meeting?

Running a weekly 1-on-1 meeting as a leader serves multiple purposes. It allows for open communication and feedback between the leader and their team member, fostering a strong working relationship. This dedicated time also provides an opportunity to discuss goals, challenges, and progress, ensuring alignment and accountability. Ultimately, these meetings promote collaboration, growth, and overall team success.

How To Run A Weekly 1 On 1 Meeting: Step-By-Step

1

Step 1: Scheduling the meeting

A scheduling tool or shared calendar is crucial for maintaining regularity in weekly sessions. Establishing a mutually convenient date and time is the first step in ensuring successful and consistent business meetings.

Next Step
2

Step 2: Setting the agenda

In this crucial step, it is essential to establish a clear purpose for the meeting and define specific objectives. Both parties should collaborate and agree upon the discussion points that will drive the meeting towards achieving its intended outcomes.

Next Step
3

Step 3: Preparation

Both parties should adequately prepare for the meeting by summarizing the week’s progress, identifying any outstanding issues, and brainstorming potential solutions to bring up during the discussion.

ZipDo, our creation, makes team meeting preparations effortless by providing a centralized location for all information from previous meetings. Meeting leads can easily access this data, including agendas and notes, ensuring a well-prepared and comprehensive meeting agenda.

Recommendation
Advertisement

Want to run a better meeting? Try ZipDo, our Meeting Note Software.

  • Connect your Google Calendar
  • Automatically create a note for every meeting
  • Organize your meetings and meeting notes in a channel like Slack
Try ZipDo free
Next Step
4

Step 4: Beginning the meeting

Start the meeting by clearly outlining the agenda and objectives, ensuring everyone is aware of the meeting’s purpose. This fosters clarity and keeps all participants aligned with the intended goals.

Next Step
5

Step 5: Discussing the past week’s progress

The discussion should cover achievements, challenges, and lessons learned, as well as any obstacles that hindered progress. It is important to openly exchange feedback and commend one another on accomplishments.

Next Step
6

Step 6: Problem solving

Delve into any identified issues or challenges through brainstorming, problem-solving, and decision-making to actively address them and make progress towards improving performance. This process is vital for identifying obstacles and finding effective solutions.

Next Step
7

Step 7: Planning for the upcoming week

Build a comprehensive plan for the upcoming week based on the discussed issues. Make necessary adjustments to enhance performance and productivity. Identify tasks, delegate responsibilities, and establish realistic timelines to ensure smooth execution.

Next Step
8

Step 8: Establishing goals

Aligning on the goals for the upcoming week is essential to ensure that everyone is on the same page and working towards a common objective. This helps to consolidate the learnings and discussions from the meeting, fostering a more coordinated and efficient work environment.

Next Step
9

Step 9: Recap and summarize

In the meeting, key discussions were summarized and everyone was ensured clarity on agreed actions, responsibilities, deadlines, and goals.

Next Step
10

Step 10: Closing the meeting

End the meeting on a positive note by recognizing everyone’s input, emphasizing the importance of the discussion, and expressing gratitude for one another’s presence.

Next Step
11

Step 11: Follow-up and accountability

To ensure progress, it is important to send a follow-up email summarizing the meeting and agreed-upon actions. This provides a reference point and helps hold everyone accountable for their tasks in the upcoming week.

Questions to ask as the leader of the meeting

1. How are you feeling about your workload and priorities this week? – This question ensures that the leader understands the employee’s current workload and helps identify any potential challenges or opportunities for support.

2. Are you facing any obstacles or roadblocks? – By asking this question, the leader can identify any issues that may be hindering the employee’s progress and offer solutions or assistance to overcome them.

3. What progress have you made towards your goals since our last meeting? – This question encourages the employee to reflect on their achievements and helps the leader gauge their progress and productivity.

4. Do you have any feedback or suggestions regarding our team’s processes or workplace dynamics? – This question allows the employee to provide valuable insights and suggestions for improving team dynamics or streamlining processes.

5. Do you need any additional resources or training to better perform your role? – Asking this question ensures that the leader understands the employee’s needs for development or support, which can enhance their performance and job satisfaction.

6. Is there anything you would like to discuss or address that we haven’t covered in this meeting? – This open-ended question gives the employee an opportunity to raise any important matters that they feel are relevant but haven’t been addressed.

7. How can I support you in achieving your goals and professional growth? – By asking this question, the leader emphasizes their commitment to the employee’s success and offers support in areas that are important to them.

8. Are there any additional challenges or opportunities you would like to take on? – This question allows the employee to express their aspirations and desire for growth, showcasing their initiative and allowing the leader to align opportunities with their goals.

9. What are your top priorities for the upcoming week or month? – By asking this question, the leader can ensure that they are aware of the employee’s focus areas, enabling better alignment and prioritization within the team.

10. Is there anything else you would like to discuss or any questions you have for me? – This question gives the employee a chance to bring up any additional topics or seek clarification, encouraging open communication and addressing their queries or concerns.

To prepare a weekly 1-on-1 meeting agenda as a leader, start by outlining the goals and objectives to be discussed. Set aside time for employee updates, feedback, and challenges they are facing. Include any important announcements or initiatives that need to be addressed. Finally, leave room for open dialogue and support to foster a productive and empowering discussion.

How To Prepare For A Weekly 1 On 1 Meeting
Meeting Preparation Icon

During weekly one-on-one meetings, it is important to discuss a range of topics to make the most out of the session. Some of the key areas to cover could include updating progress on projects, addressing any challenges or roadblocks, providing feedback and guidance, setting goals, discussing upcoming priorities, exploring professional development opportunities, and checking in on employee satisfaction and well-being.

See Our Weekly 1 On 1 Meeting Template
Meeting Template Icon

Software tools to facilitate a Weekly 1 On 1 Meeting

Software helps leaders run their weekly 1-on-1 meetings more effectively by providing a centralized platform to organize and track conversations. It allows leaders to set agendas, take notes, assign action items, and follow up on previous discussions. With automated reminders, important topics are never missed, making these meetings more focused and productive.

Our Recommendations:

Conclusion

In conclusion, running a weekly 1-on-1 meeting can be a highly effective way to enhance communication, build relationships, and drive individual and team success in any business or organization. By adopting the suggested tips and strategies discussed in this blog post, both managers and employees can make the most out of these meetings. Remember to set clear goals, create a safe and open environment, actively listen, foster collaboration, and consistently provide feedback. With regular 1-on-1 meetings, you can establish a strong foundation of trust, improve employee engagement, and ultimately achieve your business objectives. So, go ahead and implement these practices to reap the benefits of an effective 1-on-1 meeting culture in your workplace.

Popular Questions

What is the purpose of a weekly 1-on-1 meeting?

The purpose of a weekly 1-on-1 meeting is to allow managers and their team members with an opportunity to discuss ongoing projects, track performance, address concerns, and exchange feedback. It also fosters better relationships and communication within the team.

Who should be present at a 1-on-1 meeting?

A 1-on-1 meeting is typically between a manager and a single member of their team. The conversation is focused on the individual employee’s development, performance, and any other issues or concerns they may have.

How long should a weekly 1-on-1 meeting typically last?

The length of a 1-on-1 meeting can vary depending on the organization and the specific agenda, but typically, a weekly 1-on-1 meeting should last between 30 to 60 minutes to ensure there’s enough time to cover all relevant topics.

What is an effective structure for a 1-on-1 meeting?

An effective 1-on-1 meeting usually starts with an update from the employee about their projects and issues if any. The manager can then provide feedback and discuss the individual’s overall performance. Towards the end, future goals and development opportunities can be discussed. The structure, however, should be flexible to accommodate the needs of the individual and the situation.

Should an action plan or next steps be discussed during a 1-on-1 meeting?

Yes, discussing action plans or next steps is integral to making a 1-on-1 meeting productive. This helps in tracking progress and setting clear expectations for the employee. A great 1-on-1 meeting ends with a clear understanding of what’s going to happen next.