What is an in-person one-on-one meeting?
An in-person one-on-one meeting is a regular check-in usually between a manager and a team member. It's used to discuss progress, clarify roles and responsibilities, provide feedback, address challenges, and set goals. Taking good notes during this meeting is crucial for ensuring that valuable insights and action items are captured for future reference.
Try our in-person one-on-one meeting agenda template to get you started on planning an effective meeting.
Tips for writing good in-person one-on-one meeting notes
- Active listening: During an in-person one-on-one meeting, active listening is key. Engage by maintaining eye contact, nodding, and asking clarifying questions when needed. Avoid interrupting and resist the urge to formulate your response while they're speaking. By actively listening, you'll not only capture the spoken words but also the nuances and emotions behind them, which can be valuable for effective communication and decision-making.
- Actionable insights: When taking notes, focus on the actionable insights shared in the meeting. Be specific in your note-taking by recording tasks, goals, and deadlines. Being specific ensures that both you and the team member have a clear understanding of what needs to be done, making it easier to track progress and fulfill commitments.
- Follow-up plan: After the meeting, it's crucial to create a follow-up plan. Summarize the key discussion points, action items, and any changes in responsibilities. Craft makes it easy to share your meeting notes with team members; so you can share what was discussed, who is responsible for what, and the agreed-upon timeline. This not only serves as a reference but also reinforces accountability and transparency, ensuring that everyone is on the same page moving forward.
- Positive and constructive tone: Maintaining a positive and constructive tone is important in both the meeting and its accompanying notes. During the meeting, this approach encourages open communication, builds trust, and motivates the team member to embrace feedback as a tool for growth. In the meeting notes, a positive tone ensures that the documentation remains a valuable resource, reflecting a company culture that prioritizes development over criticism and setting a professional standard for communication within the organization, ultimately fostering a culture of continuous improvement.
What's in this template?
- Review of last meeting's action items: Recap the progress made since the previous meeting and see if any tasks or commitments were left unresolved.
- Role & responsibilities clarification: Discuss roles and responsibilities, ensuring that both the manager and team member have a clear understanding of their duties and expectations.
- Feedback & growth: Use this section to provide constructive feedback, discuss performance, and explore opportunities for the team member's growth and development.
- Obstacles & challenges: Address any obstacles or difficulties the team member is facing and collaborate on finding solutions to overcome these challenges.
- Future projects & goals: Discuss upcoming projects, setting clear goals, and ensuring that the team member has the necessary resources and support to achieve them.
- Action items: Summarize the main takeaways and actionable points from the meeting in this section, making it easy to track progress and follow up on commitments.
Unlock the full potential of face-to-face communication with our in-person one-on-one meeting notes template. This isn't just about ticking off agenda items; it's about building stronger, more transparent relationships between team members and managers. Transform your one-on-ones into dynamic conversations that lead to real growth and solutions. Try out this template for yourself.
