1:1 meeting template for managers and their reports
Weekly one-on-ones easily turn into status updates that could have been a message. This prompt has your todo.is agent build a 1:1 template that puts the report's topics first, with good questions on wellbeing, blockers, feedback and growth, and a running notes doc. It can also remind you the day before with last week's open actions.
The prompt
- Create a 1:1 meeting template for me as [YOUR ROLE] meeting [REPORT ROLE] every [FREQUENCY AND LENGTH]. Our main focus right now is [CURRENT FOCUS]. Include: a shared agenda where their topics come first, a quick check-in, wins and blockers, a feedback section in both directions, a rotating growth question, and an action items table with owner and due date. Add 20 good 1:1 questions grouped by topic so I can pick 1 or 2 each time. Save it as a Word document with the first 4 weeks laid out. Then, every [REMINDER DAY AND TIME], message me on [CHANNEL] with the open action items from our last notes.
What to change
- [YOUR ROLE]: Your job, e.g. "engineering manager" or "store manager".
- [REPORT ROLE]: Who you meet, e.g. "a senior developer" or "a new shift supervisor".
- [FREQUENCY AND LENGTH]: How often and how long, e.g. "week, 30 minutes".
- [CURRENT FOCUS]: What matters now, e.g. "their promotion to tech lead" or "settling into the role".
- [REMINDER DAY AND TIME]: When you want a reminder, e.g. "Wednesday at 17:00, the day before".
- [CHANNEL]: Where to get it, e.g. "Slack" or "Telegram".
Example result
- 1:1 meeting template (30 minutes, weekly)
- Manager: Sara Kim, Engineering Manager. Report: Omar Haddad, Senior Developer.
- Agenda
- • Check-in (3 min): How are you doing, really? Energy 1 to 5.
- • Your topics first (10 min): anything Omar added to the doc before the meeting.
- • Wins and blockers (7 min): What went well? What is slowing you down?
- • Feedback (5 min): One thing I noticed. One thing I could do better as your manager.
- • Growth (3 min): this week's rotating question.
- • Actions (2 min): who does what by when.
- Question bank (pick 1 or 2)
- Wellbeing
- • What is taking more energy than it should?
- • How is your workload compared to last month?
- Blockers
- • What decision are you waiting on?
- • If you could remove one meeting, which would it be?
- Feedback for me
- • What should I start or stop doing to help you?
- • Is there anything I do that gets in your way?
- Growth
- • What would you like to be doing more of in 6 months?
- • Which skill would help most for the tech lead role?
- • Who in the company would you like to learn from?
- Team
- • How are things with the people you work with most?
- • Who deserves recognition this week?
- Notes (week 1)
- • Omar: wants to lead the API migration design.
- • Blocker: waiting on access to the staging database.
- Action items
- • Request staging access for Omar. Owner: Sara. Due: Tue.
- • Draft migration design outline. Owner: Omar. Due: next 1:1.
- Habits that help
- • Never cancel twice in a row. Move it instead.
- • Keep one running doc so past notes are easy to find.
How to do it with todo.is
- Copy the prompt and fill in the roles, focus, frequency and reminder time.
- Paste it into todo.is on the Today screen, or send it to your agent on Slack.
- Download the Word template, share it with your report, and fill it in together each week.
- Send your notes back to your agent after each 1:1 and it will track open actions and remind you before the next one.
Tips for a better result
- Let your report add topics first. A 1:1 is their meeting more than yours.
- Keep status updates out. Use a written update or a team meeting for those.
- Ask for feedback on yourself regularly, and act on it, so people keep giving it.
- Tell your agent "remember Omar wants to become tech lead" so growth questions stay on topic.
1:1 meeting template: FAQ
- How often should 1:1 meetings happen? Weekly or every two weeks for 30 minutes is common. New hires and people in a tough period often benefit from weekly meetings.
- What should you talk about in a 1:1? Their priorities, blockers, wellbeing, feedback both ways, and career growth. Leave project status for other channels.
- Who should set the agenda for a 1:1? Both, but the report's topics should come first. A shared doc where both add points before the meeting works well.
- Can todo.is remind me about my 1:1s? Yes. Set it as a recurring to-do and your agent sends a reminder with open action items on Slack, Telegram, WhatsApp or email.
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