1:1 & Feedback Templates — Weekly Agenda, Feedback Scripts, Growth Plan & Tracker

Welcome — Make every 1:1 count

Use these ready-made agendas, conversation prompts, feedback scripts, and a compact growth-plan + tracker to run recurring 1:1s that balance performance, development, and wellbeing. Copy the agenda into a shared doc, send it before the meeting, take notes together, and update the tracker after each session.

Weekly 1:1 Agenda (30–45 min)

Copy this into your shared doc. Optional durations are suggested for a 30–45 minute meeting.

1. Check-in (3–5 min) — How are you? What’s going on outside of work that matters?
2. Wins & highlights (3–5 min) — What went well since we last met?
3. Progress & priorities (8–12 min) — Status on current work. Any blockers? Decisions needed?
4. Development & growth (8–12 min) — Skill practice, stretch work, career questions, learning needs.
5. Obstacles & support (5 min) — What can I do? What do you need from the team?
6. Commitments & next steps (3–5 min) — Clear owner, action, and due date for each item.

One-Page Meeting Template (copy/paste)

Meeting date: ______    Time: ______    Location/Call link: ______

• Check-in (1–2 lines)
• Top 3 priorities & status (owner, due date)
• Blockers / decisions needed
• Development focus / practice this week
• Feedback received / requested
• Actions (who / what / by when)

Feedback Scripts & Patterns

Use short, behavior-focused templates. Avoid vague statements. Separate observation from interpretation.

SBI — Situation • Behavior • Impact (for corrective or coaching feedback)

Script: “In Situation (when X happened), I noticed Behavior (specific actions). That led to Impact (effect on team/customer/outcome). I’d like to see Desired change. Can we talk about what might help?”

Example: “In yesterday’s planning call, when the agenda ran long, you raised a new idea without timeboxing it. That pushed the schedule and left less time for decisions. I’d like you to name it as a follow-up item next time so we stay on schedule. What would help you do that?”

Feedforward (future-focused, less defensive)

Script: “One thing that would help next time is . How would that work for you?”

Example: “To keep meetings on track, try flagging new ideas as parking-lot items and propose a follow-up owner. Would that feel workable?”

Appreciation / Reinforcement

Script: “I noticed . It made a difference by . Thank you — please keep doing that.”

Short Growth-Plan Template (shared document)

Keep plans compact and review them every 4–12 weeks.

• Development goal: (What skill, capability, or role outcome?)
• Why it matters: (Link to role, team outcome, career ambition)
• Success criteria: (What observable behavior or metric shows progress?)
• Milestones & dates (3–5 short steps):
  1. Milestone 1 — By [date] — (what will be done)
  2. Milestone 2 — By [date]
  3. Milestone 3 — By [date]
• Practice & evidence: (What will the person practice and how will you see it?)
• Support / resources: (Courses, peers, job tasks, mentor)
• Owner: (who owns progress)    Review cadence: (e.g., weekly 1:1 / monthly)

Simple Tracker (use as a table in your shared doc)

Track connections between feedback and skill growth. Update after each 1:1.

1. Date
2. Topic / Skill
3. Feedback summary (1–2 lines)
4. Action / Practice assigned (who / what / by when)
5. Progress (Not started / In progress / Done)
6. Evidence / Outcome (what changed)

Example Tracker Row

2026-05-05 | Stakeholder updates (concise summaries) | Manager suggested 3-bullet status updates | Practice drafting 3-bullet status; peer-review before sending by 2026-05-12 | In progress | Weekly reports now 3 bullets; stakeholder response improved

How to Run Better 1:1s — Practical Tips

• Share the agenda 24 hours before and invite edits — ownership by the report encourages preparation.
• Start with wellbeing — it builds trust and avoids surprises.
• Keep a running shared doc for each person (not per meeting) so history and progress are visible.
• End with clear actions and deadlines (one-sentence outcomes). Follow up in writing within 24 hours.
• Use short, specific examples when giving feedback and ask for the other's perspective.
• Link development work to real tasks — learning by doing accelerates progress.

Adaptations

Remote: keep meetings focused, use camera to preserve connection, add occasional video-only check-ins for rapport. Less frequent 1:1s (biweekly/monthly): extend development section and use the tracker to preserve continuity.

Quick Start Checklist

1. Create a shared doc for each report with the agenda template and tracker.
2. Send agenda 24 hours before the first meeting using the Weekly 1:1 Agenda template.
3. Use SBI for corrective feedback and Feedforward for future-focused suggestions.
4. Capture actions in the shared doc and update the tracker after each meeting.
5. Review growth-plan milestones every 4–12 weeks and adjust as needed.

Tip: Keep templates short so they get used. The purpose is steady, visible progress — not paperwork.