How to Schedule and Manage 1:1 Meetings
Learn how to schedule 1:1 meetings, create an agenda, discuss goals and feedback, record notes and actions, and keep regular performance conversations on track.
Understanding 1:1 Meetings
1:1 Meetings provides a structured place for employees and managers to prepare for, manage and record regular conversations.
A 1:1 doesn't need to be a formal performance review. It can be a regular catch-up to discuss priorities, progress, challenges, development or anything where a focused conversation between an employee and manager would be useful.
Keeping these conversations in Performance & Growth also allows you to connect them with goals and feedback rather than treating each meeting in isolation.
Scheduling a 1:1 meeting
Select Schedule 1:1 to create a new meeting.
Enter a title and select the person you're meeting with.
You can then choose the type of meeting that best reflects the purpose of the conversation. Available options include:
- 1:1 Meeting
- Performance Review
- Goal Setting
- Feedback Session
- Career Development
Choose the type that provides the best context for the meeting.
Setting the date, time and duration
Select the date and time for the meeting and set the expected duration.
You can also add a location or video meeting link where appropriate.
Once the meeting is scheduled, an invitation is emailed to both people. The meeting can then be added to your normal work calendar, such as Outlook or Google Calendar.
Your calendar manages the appointment, while MyHub provides the place to prepare the agenda, connect goals and feedback, and record the outcomes.
Creating recurring 1:1 meetings
If you meet regularly, you can make the meeting recurring.
You can schedule meetings Weekly, Bi-weekly or Monthly.
Recurring meetings are particularly useful for regular employee and manager 1:1s because they create a consistent rhythm for performance and development conversations.
Rather than waiting until there's a problem or a formal review, you have regular opportunities to discuss what's happening.
Creating an agenda
Add agenda items before the meeting so both the purpose and important discussion points are clear.
For example, an agenda might include:
Current priorities
Customer onboarding goal
Support needed this month
The agenda doesn't need to be complicated. A few focused topics are often enough to make the meeting more productive.
Adding goals to discuss
You can attach relevant goals to the meeting.
This is useful when a goal needs more discussion than can be captured in a simple progress update.
For example, imagine you have a goal to reduce customer onboarding time to 14 days. You're halfway through the period, but the goal is only 25 percent complete because you're waiting for assistance with an integration.
Rather than simply recording that the goal is behind schedule, attach it to your next 1:1.
You and your manager can then discuss what's causing the delay, what assistance is required and whether anything needs to be escalated or reprioritised.
This helps turn goal tracking into a useful performance conversation.
Adding feedback to discuss
You can also attach feedback you've received to a 1:1 meeting.
For example, you may have received feedback saying that a recent customer presentation was strong, but that involving the wider team earlier in the preparation would have improved the outcome.
Rather than leaving that feedback in your Feedback history, you can bring it into your next 1:1 and discuss it with your manager.
You might talk about what's working well, what you could do differently and whether there's an opportunity to turn the feedback into a development goal.
Preparing before the meeting
You can return to a scheduled 1:1 before it takes place.
Use this time to review the agenda, add any new discussion points and check the goals or feedback you've attached.
This makes it easier to arrive at the meeting prepared rather than trying to remember everything you wanted to discuss.
Regular preparation can also help 1:1s focus on meaningful issues rather than becoming general status updates.
Recording meeting notes
Use Meeting Notes to capture the important outcomes from the conversation.
You don't need to create a word-for-word transcript of the meeting.
Instead, record the key points that will be useful later.
For example, if you discussed a delayed goal, your note might explain the reason for the delay, the support agreed with your manager and what will happen next.
This creates useful continuity between meetings.
Creating action items
When the conversation results in something that needs to happen, create an action item.
Enter the action and its due date.
For example:
Action: Arrange meeting with the integrations team to resolve onboarding dependency.
Due: Friday.
Action items help turn the conversation into clear next steps rather than relying on each person to remember what was agreed.
Once an action has been completed, it can be marked as complete.
Completing the meeting
After the 1:1 has taken place, make sure the notes and action items reflect the important outcomes.
You can also record a mood rating for the meeting where appropriate.
When everything is complete, use the meeting options to Mark Complete.
The completed meeting then becomes part of your ongoing 1:1 history.
Using recurring 1:1s to maintain momentum
The real value of recurring 1:1 meetings comes from connecting one conversation to the next.
For example, during this month's meeting you might identify that a goal is blocked by another team and agree on an action to resolve it.
At the next meeting, you can check whether that action was completed, review the goal's new progress and decide whether anything else is required.
Over time, this creates continuity around goals, development and support.
Using 1:1s as part of Performance & Growth
1:1 meetings work alongside the other areas of Performance & Growth.
Goals provide clear outcomes and progress to discuss.
Feedback provides examples of strengths and development opportunities.
1:1 Meetings provide the regular conversation where those things can be discussed.
Performance Reviews bring the longer-term picture together into a more structured review process.
Using these features together helps make performance and development an ongoing conversation rather than something that only happens at formal review time.