How to run a one on one that is worth the time

Updated November 9, 2026

A one to one is their meeting, not your status update. Meet each person on a fixed, regular slot, let them bring the topics first, and close with one clear next step. Gallup recommends one meaningful conversation per week with each team member, lasting 15 to 30 minutes.

What to do

1. Put it on a recurring slot. Weekly or every other week, same day and time. If you must move it, reschedule within the same week instead of cancelling.
2. Keep a shared agenda. A simple shared document with their topics first, yours second, and the actions from last time at the top.
3. Open with a real question. Ask what is on their mind or what got in their way this week, then stay quiet and listen.
4. Cover four things over time. Their priorities, what blocks them, recognition for something specific they did, and where they want to grow.
5. Skip the status report. Project updates belong in a chat or a team meeting. Use this time for what cannot be said in a group.
6. End with next steps. One or two actions with an owner and a date, written in the shared document before you leave.

What to say

To launch a new series of one to ones, say:

I'd like us to have a regular half hour together, just the two of us. It's your time more than mine: bring whatever's on your mind, blockers, ideas, career questions, anything. I'll add a couple of things too. What day and time would work best for you?

Avoid

• Spending the whole meeting on task updates you could read in a tool.
• Talking more than they do: aim for them speaking most of the time.
• Cancelling repeatedly, which tells them they are your lowest priority.

Questions