Writing Agendas For One-On-One Meetings

The Ultimate 1:1 Meeting Template (That Actually Works) After years of running 1:1s - from founding Stitcher to leading teams at AWS - here's the exact structure I use that transformed my management effectiveness. (h/t Matt Mochary) The Template: Each direct report maintains a shared doc with four key sections: 1) AGREEMENTS • Track specific commitments from both parties • Review and check off completed items at start • Delete once done 2) ACCOUNTABILITY • List quarterly OKRs (max 3) • Top 3 accomplishments since last meeting • Top 3 priorities until next meeting 3) COACHING • 2-3 wins since last meeting • 2-3 challenges, each including: - The issue - Their contribution to it - Proposed solution 4) FEEDBACK (both people give the feedback) • One thing done well • One thing to improve Very Important: • Ask directs to prepare in advance • Adapt the format to each individual's needs (e.g. one of my recent reports likes walking meetings - I read and then we walk) • Always start with personal connection first (trust/connection drives everything) When I was a first-time CEO at Stitcher, I wish I'd known this structure. It would have saved me years of ineffective meetings.

Your 1:1 meeting with your Manager is YOUR meeting, so take control and set the agenda. As a leader I love when my direct reports come prepared for our 1:1 meetings - Great CSMs understand that this time is their time, with their leadership team, to discuss what's important to them. Step 1, make sure you have a recurring 1:1 with your leader on the calendar. I am still shocked to hear from CSMs (or any employee) that they don't have regular recurring meetings scheduled. It doesn't have to be 60 minutes every week but find a cadence and duration that work well for the both of you. Leaders will likely have a few things that they want to discuss, so perhaps split the time; give each person an opportunity to discuss what's most important to them. But as a CSM, don't expect your manager to drive this meeting, it's for you, not them. Here's an easy way to manage these 1:1's - Grab a Google Doc (or Word Doc) and create a meeting template for each week - Include the date and then have this agenda framework: 1) Personal Updates - How are you doing this week? 2) Feedback - Solicit feedback from your manager 3) Highs / Lows - What went really well this week and what didn't 4) Business Performance - How are you tracking towards your KPIs or OKRs 5) Customers - Which customers need to be discussed this week; who's doing well or who's struggling; Great time to escalate 6) Career Pathing - Perhaps not a topic for each week but add this every so often to make sure you are both on the same page Fill in each agenda topic with a few bullets to discuss - this does not need to be lengthy, you are going to have a discussion so there is no need to write everything out. Under that put both your names - each of you can add things that don't fit into the areas above but need time to discuss. Easy peasy. This is valuable time for the both of you so use it wisely.

One of the most frequently missed opportunities I’ve seen over the course of my career is the 1:1 meeting with leadership. Too often, these potentially vital touch points become mere status updates about ongoing projects. There are 3 things I do that truly makes these 30 minutes super valuable: 1. Set a crisp and clear agenda for the meeting. Share it beforehand with your leader, whether it's a weekly manager check-in or a skip-level meeting. Break it down into clear sections and start by stating your desired outcomes for those 30 minutes. 2. Tag, categorize, and stack rank each agenda item. I use these 5 categories in all my 1:1 docs: 📌 [Top of Mind] - Exchange of current priorities and pressing concerns 🔔 [Update] - Project progress and OKR tracking 🙏🏼 [Ask] - Where I need help, blockers, advice on tricky situations 📝 [Career] - Growth discussions, aspirations, and development paths 🏃♂️ [Ops] - Tactical discussions, escalations, challenges, and operational needs 3. Track action items. Document specific follow-ups for both you and your leader. These can range from immediate project needs to long-term career development goals. Make sure you don’t just let these go into the void and follow up on them during subsequent 1:1s or over Slack/email. 💡 Pro Tip: Type "@notes" in Google Docs to instantly generate a meeting notes template to help you track your recurring 1:1s. 📲 What is the one key thing you do during 1:1s with your leader (or subordinate) that makes the meeting worthwhile? 

How I Come Prepared for a 1:1 as a Program Manager at Amazon Most 1:1s are wasted. Vague updates. No agenda. Awkward silence. Then the dreaded…“Anything else?” And you leave thinking, Did we even move anything forward? Here’s how I prep for every 1:1 so it drives clarity, momentum, and trust: 1/ I bring a tight agenda ↳ “3 things: 1 blocker, 1 decision, 1 career check-in” ↳ If I don’t know what I need…why should they? 2/ I come with context ↳ “Here’s the situation, risk, and options…my rec is X” ↳ PMs don’t raise problems. We raise solutions 3/ I flag what’s changed ↳ “Last week we said A…now we’re seeing B” ↳ Keep your manager in the loop before they hear it elsewhere 4/ I ask for perspective ↳ “What’s one thing you’d do differently if you were in my seat?” ↳ Don’t just manage up…learn up 5/ I close with ownership ↳ “Here’s what I’ll do next. Here’s what I need from you.” ↳ Leave with motion, not ambiguity A good 1:1 isn’t a meeting. It’s a leadership accelerator. What’s your #1 rule for making 1:1s useful? ➕ I share tactical operating systems like this weekly: https://lnkd.in/e6qAwEFc