When I took over one-on-ones for a team of 8 engineers at Amazon, I needed a framework to make these meetings valuable. Here’s the template I’ve refined over 20+ introductory sessions.
Before the First Meeting
- Block Regular Time: Schedule a consistent time slot
- Choose the Right Duration: 30-45 minutes usually works well
- Find a Good Space: Pick a quiet location or ensure reliable video setup
- Review Context: Understand their current projects and recent work
First Meeting Structure
Here’s what I cover in our first session:
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Goals and Expectations:
- What would you like to achieve through these meetings?
- How can these meetings help your growth?
- What’s worked well (or not) in past one-on-ones?
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Communication Style:
- How do you prefer to receive feedback?
- What’s the best way to share concerns?
- Should we keep a shared document for topics?
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Current Challenges:
- What immediate challenges are you facing?
- Where could you use support?
- What’s blocking your progress?
Meeting Formats
Our sessions can be structured or unstructured, based on your preference:
Structured Format:
- Follow a regular agenda
- Track progress on SMART goals
- Regular check-ins on career development
Unstructured Format:
- Open discussion about current work
- Space to explore new ideas
- Flexible agenda based on immediate needs
Documentation
I take brief notes during our meetings to:
- Track action items
- Remember key discussion points
- Follow up on previous topics
These notes remain private and aren’t shared externally.
Strategic vs Tactical Focus
I aim to focus on strategic, long-term topics rather than day-to-day tactical issues:
Strategic Topics:
- Career development
- Team collaboration improvements
- Work-life balance
- Long-term technical growth
Tactical Topics (better suited for other channels):
- Code reviews
- Current bug fixes
- Immediate technical questions
Information Sharing Guidelines
What we discuss remains confidential, with three exceptions:
- Common team concerns that can be anonymized
- Information that you explicitly agree to share
- Serious concerns about harm to yourself or others (I’ve never needed to use this clause)
If you’re starting your own one-on-one series, I hope this framework helps. If we’re about to start our one-on-ones together, I’m looking forward to our discussions!