How to Run Better 1:1s (With Less Prep Time)

Key Takeaways

Effective 1:1s are often derailed by lack of context and defaulting to status updates
Implement a "running notes" system—capture key points after each 1:1 so prep is just skimming
Shift status reports to async channels; use synchronous time for what matters
Follow a consistent "them-you-action" structure: their agenda first, dig into what matters, your items briefly

One-on-ones are supposed to be sacred. The time you invest in your people. The conversations that build relationships, surface problems early, and help your team members grow.

In practice, they often become something else. You're rushing from another meeting. You haven't looked at your notes from last time—if you even have notes from last time. You default to status updates because that's what's easy. The conversation that was supposed to be developmental turns into a fifteen-minute project check-in that could have been a Slack message.

Here's the thing: better one-on-ones don't require more prep time. They require smarter prep and a structure that does some of the work for you.

The Context Trap

The biggest time sink in one-on-one prep is remembering context.

What did we talk about last time? What did they say they were working on? What was that issue they mentioned three weeks ago—did it get resolved?

You either spend time digging through notes, or you walk in without the context and fake your way through.

The fix is a simple system that surfaces context for you. Keep running notes for each person. After every one-on-one, spend two minutes capturing the key points—what you discussed, what they're working on, any commitments either of you made. Just bullet points.

Before the next one-on-one, skim those notes. That's your prep. The context is already there because past-you captured it. Five minutes of skimming replaces twenty minutes of trying to remember.

If you have access to AI tools, this gets even easier. Ask for a summary of your recent notes with this person. Ask what open items exist from previous conversations. Let AI do the synthesis instead of doing it yourself.

Shift Status Updates Out

Most one-on-ones get consumed by the "what are you working on" conversation. It feels necessary—you need to know what's happening—but it eats time that could go to more valuable discussion.

Move status to async. Have your team members send a brief update before the one-on-one. What they're working on. What's going well. Where they're stuck. This takes them five minutes and saves you fifteen minutes of asking questions you could have read.

Now the one-on-one starts with context already established. You've read the update. You can jump straight to the interesting parts—the blocker they mentioned, the thing that's not going well, the topic they said they wanted to discuss.

The conversation shifts from information gathering to problem-solving and development. That's where the value is.

Have a Default Structure

Unstructured one-on-ones drift. Without a plan, you end up talking about whatever comes to mind, which usually means urgent things crowd out important things.

A simple default structure keeps you on track without requiring extensive preparation:

First few minutes: Their agenda. What do they want to talk about? Let them lead. This is their meeting.
Middle: Dig into what matters. If they raised something important, go deep on it. This is where your feedback skills become essential. If their update mentioned a challenge, explore it. If nothing's pressing, use this time for development—what are they learning, what do they want to grow into, how can you help? Consider how their work connects to team goals and OKRs.
Last few minutes: Your agenda. Anything you need to communicate or discuss. Keep this short—this is their meeting, not yours.

You don't need to prep for this structure. It's the same every time. What changes is the content of each section, but that emerges from the conversation and from the update they sent you.

Keep a Parking Lot of Topics

Throughout the week, things come up that you want to discuss with specific team members. Not urgent enough to interrupt them, but worth covering in your next one-on-one. This is especially important when onboarding new team members—the first 48 hours set the tone, and ongoing one-on-ones maintain it.

Without a system, you forget these by the time the one-on-one arrives. With a system—even just a running note where you jot down "talk to Sarah about X"—you walk in with relevant topics without needing dedicated prep time.

This also solves the "I don't have anything to talk about" problem. The parking lot accumulates topics, so you're never starting from zero.

Make the Last Five Minutes Count

The end of a one-on-one often trails off. "Okay, anything else? No? Cool, talk next week."

Use those final minutes deliberately. Recap any commitments either of you made. Confirm what they're going to do before you meet again. Ask if there's anything they need from you.

Then, immediately after—not later, not tomorrow—spend two minutes capturing notes. What did you discuss? What were the commitments? What context will you want next time? This two-minute investment is what makes your next one-on-one prep easy.

Back Pocket Questions

Some questions are worth keeping in your back pocket. When conversation stalls or stays too surface-level, these can open things up:

"What's taking more energy than it should?"
"What would make your job easier right now?"
"What feedback do you have for me?"
"What's something you want to learn or do more of?"
"What am I not asking about that I should be?"

These questions help surface the kinds of issues that often go unspoken—the institutional knowledge gaps and unaddressed friction that accumulate over time.

You don't need to prep specific questions for each person each week. Having a few reliable ones ready means you can always go deeper when the conversation needs it.

The Low-Pressure Mindset

Recognize that not every one-on-one needs to be profound. Some weeks, there's nothing heavy to discuss. Work is fine. They're fine. There's no crisis to resolve or major development conversation to have.

That's okay. Not every one-on-one needs to be a transformative coaching session. Sometimes, a quick check-in, a few minutes of human connection, and confirmation that things are on track is enough.

The structure and habits you build mean that when there is something important to discuss, you're ready for it. AI workflow assistants can help you prepare for these conversations more efficiently.

Putting it together: skim your notes (3-5 minutes), read their status update, follow your default structure, capture notes after (2 minutes). Total prep time: under ten minutes per week per person. And your one-on-ones will be better than when you were spending more time preparing less systematically.

JoySuite helps managers stay prepared. Ask for context on any team member. Access notes, updates, and relevant information instantly. Less time scrambling, more time actually managing.