Using 1:1 meetings to track tasks is a great way to stay organized, but these check-ins are also vital for building relationships and supporting long-term growth. This article covers how to move beyond a simple "to-do list" approach to ensure your 1:1s include feedback, personal connection, and professional development.
Why look beyond the "to-do list"?
While the 1:1 Meetings feature helps streamline your tactical game plan, focusing solely on operational tasks can turn your check-in into a status update rather than a conversation. Incorporating non-operational topics helps you:
Build Trust: Creating space for personal chat and "venting" strengthens the manager-report relationship.
Support Growth: Dedicated time for career goals ensures long-term development isn't lost in daily tasks.
Prepare for Reviews: A running log of diverse talking points provides a rich history of growth and challenges when it’s time for performance reviews.
Strategies for meaningful conversations
You can use the features in 1:1 Meetings in Small Improvements to prompt deeper discussions and break the habit of just checking off boxes.
1. Use a standing "Open Floor" talking point
Start your meeting with a general, inviting prompt to set a collaborative tone.
Action: Add a recurring talking point like "How are you feeling this week?" or "General catch-up."
Why: This keeps the meeting loose and gives your report the first opportunity to bring up what's on their mind.
2. Create a "Pressure Valve" with Private Notes
Managers can use the private notes section or talking points to track recurring frustrations or "venting" sessions without making the report feel scrutinized.
Action: If a report expresses frustration, log it in your Private Notes or talking points.
Why: Since you can look back through threaded notes, you can identify patterns. If a specific "gripe" appears three weeks in a row, it’s a signal to take action or escalate the issue.
3. Standardize a feedback loop
Make it a habit to ask for feedback in every session to build a culture of radical candor.
Action: Make your final talking point "Feedback for me" or "How can I better support you this week?"
Why: Even if the answer is "everything is fine," consistently asking creates a safe environment for when they eventually do have something difficult to share.
4. Inject personality and fun
1:1s don't have to be formal. Building rapport often happens through shared jokes or non-work interests.
Action: Use talking points to mention a recent vacation, a shared hobby, or even a favorite meme.
Why: Breaking the ice with a laugh helps humanize the working relationship and makes the "tougher" professional conversations easier to navigate.
Tip: Look back at your meeting history every quarter. If 90% of your talking points are task-related, try dedicated "Career 1:1s" once a month where you remove all operational items from the agenda.
Putting it into practice: The 4 Cs Framework
If you're wondering how to balance these suggestions throughout the month, we recommend the 4 Cs Framework. This helps you move away from the "status update trap" by rotating the focus of your 1:1s each week:
Clarity: Align on goals and prioritize the most important tasks for the month.
Coaching: Provide actionable feedback on recent work to encourage growth.
Care: Check in on well-being and career aspirations to prevent burnout.
Celebration: Recognize wins and clear roadblocks for the month ahead.
For a deeper dive into how to schedule these themes, check out our blog: