How To Run A Weekly One On One Meeting

Conduct a weekly one-on-one meeting by setting a consistent schedule, preparing an agenda, fostering open communication, addressing performance, providing feedback, and establishing future goals and expectations.

A weekly one on one meeting is a scheduled discussion between a supervisor and an employee that typically occurs every week. It provides an opportunity for both parties to discuss work progress, challenges, goals, feedback, and any other relevant topics. The meetings are often focused on individualized support and development, fostering a stronger manager-employee relationship, and ensuring alignment of objectives and expectations. This dedicated time allows for open communication, clarification of goals, addressing concerns, providing recognition, and offering guidance, ultimately promoting enhanced productivity and employee engagement.

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

The purpose of running a weekly one-on-one meeting as a leader is to provide a dedicated space for open communication and feedback between the leader and their team members. It allows for building trust, understanding individual goals, addressing challenges, and fostering professional growth. These meetings help promote collaboration, alignment, and accountability within the team.

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


Step 1: Preparation

Before the meeting, all participants should thoroughly prepare for their one-on-one session by outlining important topics, objectives, and potential questions or concerns they want to discuss.

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With ZipDo, our application, the hassle of preparing for team meetings is significantly reduced. Meeting leads benefit from a central hub of information from prior meetings, streamlining the retrieval of agendas and notes. This methodical approach ensures complete topic coverage.

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Step 2: Scheduling

When scheduling a meeting, find a mutually convenient time that ideally occurs regularly every week. Allocate enough time to effectively discuss all important matters in a smooth and uninterrupted manner.

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Step 3: Setting Agendas

Both participants should clearly define the primary goals and objectives of the meeting. It is essential to prioritize the discussion points, ensuring that the most crucial ones are placed at the top of the agenda for immediate attention.

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Step 4: Start with a Positive Tone

Starting the meeting with a positive note, like sharing a recent achievement or success story, sets a pleasant and welcoming atmosphere for effective communication and collaboration among team members.

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Step 5: Review Last Meeting’s Action Items

During the next meeting, it is important to review and discuss the action items or tasks that were assigned previously, ensuring that their progress is being made and confirming their completion.

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Step 6: Open Dialogue

Participants should actively engage in open and honest discussions, freely expressing their thoughts, ideas, feedback, and suggestions to ensure effective communication and collaboration on the main topics being discussed.

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Step 7: Discuss Progress

By reviewing ongoing projects or initiatives, we can assess their progress and identify any obstacles faced. This allows us to make necessary adjustments and realign efforts if required, ensuring continued advancement towards our goals.

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Step 8: Set New Goals

In order to ensure a productive week ahead, participants should collaborate and set clear objectives, assigning tasks and projects accordingly. It is important for everyone to agree on these goals and understand their respective responsibilities.

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Step 9: Identify Motivation Opportunities

Discovering and understanding what drives and inspires team members or individuals is crucial in creating a successful workplace. By identifying these motivators, organizations can create opportunities to replicate and foster similar instances to enhance employee engagement and satisfaction.

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Step 10: Foster Personal Connection

Allocating a few moments in the meeting to discuss non-work subjects cultivates a personal bond, strengthening professional ties and promoting a more effective collaborative environment.

Questions to ask as the leader of the meeting

1. How are you feeling about your workload?

Explanation: This question allows the leader to gauge the employee’s overall workload and see if they are overwhelmed or struggling to manage their tasks effectively.

2. What progress have you made towards your goals?

Explanation: This question helps the leader track the employee’s progress and align their goals with organizational objectives, ensuring that they are on track and making the necessary strides.

3. Are there any challenges or roadblocks you’re facing?

Explanation: By asking this question, the leader encourages open communication and problem-solving, providing an opportunity for the employee to voice any obstacles they may be experiencing, which can then be addressed and resolved.

4. Do you feel supported in your role?

Explanation: This question enables the leader to assess the employee’s perception of support within the workplace, helping identify potential areas where additional guidance or resources may be required to enhance their performance.

5. Have you received the necessary feedback and guidance to perform your best?

Explanation: This question ensures that the employee feels adequately supported in their role by addressing any gaps in feedback or guidance they may have, which can positively impact their motivation, productivity, and growth.

6. Are there any specific areas where you would like to develop your skills?

Explanation: This question encourages the employee to share their aspirations and areas where they would like to further develop, allowing the leader to align opportunities for growth and skill enhancement with their career aspirations.

7. Is there anything else you would like to discuss or any questions you have for me?

Explanation: This open-ended question gives the employee the opportunity to raise any additional topics or concerns that may not have been covered in the previous questions, creating a safe space for open dialogue and addressing any lingering issues or inquiries.

As a leader, it is important to prepare a structured agenda for weekly one-on-one meetings with your team members. Start by reviewing previous goals and progress, then address any challenges or concerns. Set new objectives and discuss upcoming projects. Encourage open communication and offer guidance and support. This agenda will ensure productive and focused discussions, fostering a successful working relationship.

How To Prepare For A Weekly One On One Meeting
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During a weekly one-on-one meeting, it is essential to discuss key priorities, progress on current projects, challenges and roadblocks, and upcoming deadlines. It is also important to touch base on professional growth and development, feedback and suggestions for improvement, and any additional support or resources needed. Open communication and fostering a positive work environment should be encouraged.

See Our Weekly One On One Meeting Template
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Software tools to facilitate a Weekly One On One Meeting

Software helps leaders run weekly one-on-one meetings more efficiently and effectively. It streamlines the process of scheduling and preparing for meetings, allowing leaders to easily track and review employee goals, performance, and challenges. With automated reminders, note-taking features, and performance metrics, software ensures that key discussion points are covered and progress is monitored, enabling leaders to have more productive and meaningful conversations with their team members.

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In conclusion, running a weekly one on one meeting is an essential practice for fostering effective communication and improving workplace relationships. By following the steps outlined in this blog post, you can ensure that your weekly one on one meetings are productive, engaging, and beneficial for both you and your employees. Remember, these meetings should serve as a platform for open discussions, feedback, and goal-setting. Utilize active listening, be prepared, and create an atmosphere of trust and respect. With consistent implementation, these weekly meetings can lead to increased productivity, enhanced employee morale, and a stronger team dynamic. So, start implementing these strategies today and watch as your team flourishes.

Popular Questions

What is the main objective of a weekly one on one meeting?

The main objective is to facilitate open communication, provide regular feedback, understand any challenges, and discuss progress on tasks.

How long should a weekly one on one meeting ideally last?

A standard time frame can be anywhere between 30 to 60 minutes, but this can vary based on the topics at hand and the needs of those involved in the meeting.

Who typically attends a weekly one on one meeting?

A weekly one on one meeting usually involves just two people, often an employee and their direct manager or supervisor.

What topics should be discussed in a weekly one on one meeting?

Topics generally include updates on work progress, issues or challenges encountered, upcoming projects or tasks, as well as goals and professional development.

How should I prepare for a weekly one on one meeting?

It’s best to come prepared with a list of things to discuss, feedback for the other party, clear priorities, and any aids or documents that could help facilitate the conversation.