Mastering the 1 on 1 Meeting Agenda: A Key to Developing High Performing Teams

Leaders are constantly seeking ways to build better teams, enhance productivity, and retain top talent. One of the most underrated tools in achieving these goals is the regular 1 on 1 meeting. When done right, these meetings can help bridge communication gaps, build trust, and foster individual growth—key ingredients for developing high performing teams.

Why 1 on 1 Meetings Matter

Unlike group meetings, a 1 on 1 is a dedicated time for a manager and an employee to connect on individual goals, challenges, feedback, and growth. It offers a safe space for honest communication that often doesn’t happen in larger team settings.

These meetings aren’t just “check-ins.” They are strategic touchpoints that, when planned with a clear 1 on 1 meeting agenda, can transform workplace dynamics.

The Link Between 1 on 1 Meetings and High Performance

High-performing teams don’t just happen - they are built intentionally through consistent leadership and communication. According to Gallup, employees who meet regularly with their managers are nearly three times more likely to be engaged at work.

A well-structured 1 on 1 fosters:

• Clarity of goals and expectations
  
  

• Early identification of roadblocks
  
  

• Opportunities for coaching and feedback
  
  

• Personal and professional development
  
  

• A sense of value and belonging
  
  

These factors are all essential in developing high performing teams that are not just productive but also resilient and motivated.

What Makes a Good 1 on 1 Meeting Agenda?

A productive 1 on 1 meeting agenda should go beyond task updates. It should include space for strategic conversations and personal growth. Here’s a simple yet powerful structure to follow:

1. Start with a Personal Check-In (5 minutes)

Kick off by asking how things are going personally and professionally. This builds rapport and helps the employee feel seen beyond just their output.

Example Questions:

• How are you feeling about your work recently?
  
  

• Anything exciting or challenging going on?
  
  

2. Review Progress & Roadblocks (10-15 minutes)

Discuss what’s been achieved since the last meeting and any obstacles in the way. This helps keep work aligned with priorities and offers a chance to provide support.

Example Questions:

• What are your biggest wins since our last chat?
  
  

• Are there any blockers I can help with?
  
  

3. Future Planning & Development (10 minutes)

Shift focus to the future - goals, aspirations, and opportunities for growth. This part of the agenda is crucial for developing high performing teams, as it ensures continuous learning and engagement.

Example Questions:

• What skills are you interested in building?
  
  

• How can we align your growth with team goals?
  
  

4. Feedback (5 minutes)

Create a two-way street for feedback. It’s essential that employees feel empowered to give as well as receive feedback.

Example Questions:

• What’s one thing I could do better to support you?
  
  

• How can I improve communication or support?
  
  

5. Action Items & Next Steps (5 minutes)

Wrap up with clear takeaways. Document what was discussed and agreed upon to keep both parties accountable.

Tips for Making the Most of Your 1 on 1s

• Be consistent: Hold 1 on 1s regularly - weekly or biweekly is ideal.
  
  

• Come prepared: Both manager and employee should know what will be discussed.
  
  

• Listen actively: These meetings are about the employee, not just the to-do list.
  
  

• Create a safe space: Build trust by being open, supportive, and non-judgmental.
  
  

• Follow up: Keep track of commitments made in each meeting.
  
  

Empowering Team Culture Through Communication

At the heart of every great team is strong communication. When leaders prioritise 1 on 1 meetings with intention and care, they send a powerful message: Your voice matters. This culture of respect and feedback leads to better collaboration, stronger performance, and a more positive workplace.

The 1 on 1 meeting agenda isn’t just a checklist - it’s a strategic tool. By giving attention to both the personal and professional sides of your team members, you create space for them to grow, take ownership, and feel genuinely engaged. And that is the cornerstone of developing high performing teams.