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05 May 2025

One-on-One Meeting Template with Coaching Prompts

This One-on-One Meeting Template with Coaching Prompts is designed to help managers structure their regular meetings with employees. It includes key discussion points, coaching prompts, and reflection areas that encourage growth, performance improvement, and open dialogue. The goal is to foster meaningful conversations that not only address current tasks and performance but also focus on development, personal goals, and alignment with organizational objectives.

 

1. Meeting Preparation (Before the Meeting)

  • Review Previous Notes: Look at the notes from the last one-on-one to follow up on action items, successes, and areas for improvement.
  • Check Performance Metrics: Review any KPIs, goals, or feedback related to the employee’s role.
  • Identify Discussion Topics: Consider key challenges, achievements, and future goals to discuss in the meeting.

 

2. Meeting Structure

A. Setting the Stage (5 Minutes)

  • Greet and Build Rapport: Start the meeting by setting a positive tone. Make the employee feel comfortable to discuss both successes and challenges.

 

Prompt: "How have things been going for you lately? Anything on your mind that you'd like to discuss?"

  • Establish the Meeting’s Purpose: Let the employee know that the meeting is about mutual feedback, development, and support.

 

Prompt: "This is a space where we can discuss how things are going, any challenges you might be facing, and how I can support your growth."

 

B. Review of the Previous Period (10-15 Minutes)

  • Employee Self-Reflection: Start by asking the employee to share their perspective on their recent work, performance, and accomplishments.

 

Coaching Prompt:

    • "What are you most proud of this month?"
    • "What areas do you feel you could improve in?"
    • "How do you feel about the progress you’ve made toward your goals?"
  • Manager’s Feedback: After the employee shares, offer your feedback. Be specific and constructive. Address both strengths and areas for improvement.

 

Coaching Prompt:

    • "You’ve done an excellent job on the XYZ project, especially with the way you handled the client feedback. However, I’ve noticed some difficulty in meeting deadlines for certain tasks. Let’s explore how we can improve on that."
  • Follow-up on Previous Action Items: Discuss any action items or goals set in the previous meeting. Were they completed? What were the results?

 

Coaching Prompt:

    • "In our last meeting, we talked about improving time management. How do you feel about the strategies you tried?"
    • "What worked well, and what didn’t? Let's discuss how we can make adjustments."

 

C. Goal Progress and Alignment (10 Minutes)

  • Assess Current Goals: Review progress on current goals or KPIs. Are they on track? Do they need adjustment based on new priorities or challenges?

 

Coaching Prompt:

    • "How do you feel about your progress toward the goals we set last time?"
    • "Are there any barriers or challenges preventing you from reaching those goals?"
  • Revisit and Adjust Goals: Based on the discussion, adjust any goals or set new ones that align with the employee’s development and organizational objectives.

 

Coaching Prompt:

    • "Let’s look at how we can adjust your goals. Considering the challenges with [specific task], would it be helpful to set a new, more achievable target for the next month?"
    • "What support or resources do you need to achieve this goal?"

 

D. Development and Career Growth (10 Minutes)

  • Career Aspirations: Ask the employee about their long-term career goals. What do they hope to achieve in the next 6-12 months? How can you help them get there?

 

Coaching Prompt:

    • "Where do you see yourself in the next year or so? What new responsibilities or challenges would you like to take on?"
    • "What skills do you want to develop to help you get to that next level?"
  • Development Plan: Based on their aspirations, identify action steps to support their career growth, such as new projects, training, or mentorship opportunities.

 

Coaching Prompt:

    • "I think developing your skills in [specific area] could be a great next step. Would you be interested in attending a course or taking on more leadership responsibilities?"

 

E. Feedback and Open Discussion (5-10 Minutes)

  • Employee Feedback for Manager: Encourage the employee to provide feedback on your leadership style, communication, or anything that could help improve the working relationship.

 

Coaching Prompt:

    • "I’d love to hear how I can better support you. What can I do differently in our one-on-ones, or in general, to help you be more successful?"
    • "Do you have any feedback on how I can make our team’s work environment more effective?"
  • Open Dialogue: Use this time for any additional topics the employee may want to address, whether it’s work-related or personal. Focus on listening and providing support.

 

Coaching Prompt:

    • "Is there anything else you’d like to discuss or any concerns you’ve been having lately?"

 

3. Action Plan (5 Minutes)

  • Create Action Items: Based on the discussion, agree on clear next steps, including action items for both the employee and manager.

 

Coaching Prompt:

    • "Based on today’s discussion, here are the action items we’ll focus on for next time."
    • "Let’s set deadlines for these and check in on them at our next meeting."
  • Recap and Reinforce Support: Reaffirm your support for the employee’s growth and express confidence in their ability to succeed. Reassure them that they have your support for any challenges they may face.

 

Coaching Prompt:

    • "I’m confident that with a bit more focus on [specific task], you’ll make great strides. I’m here to support you in any way I can."

 

4. Follow-Up (After the Meeting)

  • Document Key Points: Summarize the discussion and action items in writing. Share the notes with the employee to ensure clarity and accountability.
  • Follow-Up Reminders: Send a follow-up email with any relevant resources, feedback, or reminders for upcoming tasks and goals.

 

Example: "Here’s a quick summary of our meeting today. As discussed, we’ll focus on improving time management by using the Eisenhower Matrix, and I’ll look into providing training on project management."

 

Conclusion

The One-on-One Meeting Template with Coaching Prompts serves as a powerful tool for managers to guide productive, developmental conversations. By integrating coaching prompts and structured discussions into the one-on-one meetings, managers can not only address current performance but also foster long-term growth and alignment with organizational goals. The approach focuses on collaboration, feedback, and continuous improvement, making it an essential part of any performance management system.

 

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