Best 1:1 Practices with Your Employees: How to Have Effective and Productive Meetings
1:1 meetings are one of the most powerful ways to strengthen employee engagement and improve manager-employee communication. When done well, these meetings help managers build trust, align priorities, and support professional growth. But without structure, they can easily become rushed updates—or get canceled altogether.
At HR Experience, Inc., we’ve seen how effective 1:1s can transform team culture. Here are our best practices for productive 1:1 meetings that help both managers and employees succeed.
1. Keep the Routine
Consistency is key. Hold your 1:1s on the same day and time—and don’t cancel unless it’s truly necessary. Rescheduling or skipping sends the message that the meeting isn’t a priority.
The frequency may vary depending on the employee: weekly or biweekly for newer team members, monthly for experienced ones. Quarterly should only be considered if you’re following a strong operating system like EOS Traction.
Even if time is tight, a shortened 15–20 minute check-in is better than skipping entirely.
2. Prepare an Agenda (and Encourage Employees to Do the Same)
A productive 1:1 meeting starts with preparation. Both the manager and the employee should arrive with a short list of topics, updates, and questions.
Managers: share recognition, provide constructive feedback, and update on company priorities.
Employees: highlight recent wins, flag challenges, and request resources or support.
Use a shared document or 1:1 meeting agenda template to keep track of discussion points and follow-up items.
Unsure where to start? Download HR Experience’s 1:1 Meeting Agenda template to get started.
3. Balance Project Updates with Career Development
It’s easy to let 1:1s turn into task reviews. While project updates are important, employee development should also be a priority.
Ask about career goals and long-term aspirations.
Discuss skill-building opportunities.
Check in on workload and well-being.
4. Practice Active Listening
One of the most overlooked leadership skills is active listening. During a 1:1, give your full attention—no email, no phone, no distractions.
Active listening includes:
Maintaining eye contact
Summarizing what you’ve heard to confirm understanding
Asking thoughtful follow-up questions
5. Follow Through on Action Items
If you promise to do something—do it. Following through builds trust and demonstrates reliability. Start each meeting by reviewing action items from the previous conversation.
6. Create a Safe Space for Honest Conversations
An effective 1:1 is a place where employees can share concerns, ideas, and feedback without fear of judgment. Reinforce confidentiality and respond with empathy. When employees feel heard, they’re more likely to be engaged and motivated.
The Takeaway
1:1 meetings are more than a formality—they’re a cornerstone of effective leadership and employee engagement. When structured with intention, they lead to stronger relationships, better performance, and higher retention rates.
At HR Experience, Inc. we specialize in helping leaders master communication strategies that create high-performing, connected teams. If you’d like to improve your leadership skills and elevate your team’s performance, contact us today.