How to run a one-on-one meeting
The short answer
Run a one-on-one as the other person's meeting. Keep a shared running agenda they add to, start with last time's action items, spend most of the time on their topics, give and ask for feedback, talk about growth regularly, and end with clear next steps and owners.
Step by step
- 1
Set a regular slot
Weekly or every two weeks, 30 minutes. Move it rather than cancel it.
- 2
Share a running agenda
One document per person that both of you add to before each meeting.
- 3
Start with last time's actions
Check what was done so commitments don't quietly disappear.
- 4
Let them lead
Their topics first: what's on their mind, what's blocking them, what they need.
- 5
Give and ask for feedback
Use specific examples, and ask what you could do differently.
- 6
Agree next steps
Write down actions with an owner and date before you finish.
Common mistakes
- Turning it into a status update you could read in a tool.
- Cancelling it whenever something else comes up.
- Talking more than you listen.
Acta writes the 1:1 notes for you and carries open action items from one 1:1 to the next in its tracker.
Try Acta free for 15 daysQuestions
How long should a one-on-one be?
30 minutes weekly or every two weeks suits most teams; new hires may need more.
Who owns the 1:1 agenda?
The person who reports to you leads it; the manager adds topics too.