How to Prepare for Each 1:1 in Minutes
A few minutes of preparation is what lets the meeting spend its time on what matters. Keep a shared notes space per report, run a short prep before each meeting, and write the routine down so others can use it.
Developing
Start here. Build the foundation.- 1
In the few minutes before the meeting, read last time's notes and any open items so you know what to follow up on. You walk in already aware of what the report last raised instead of reconstructing it live.
- 2
Before the meeting, write down the one or two things you need to raise so your input is ready, and leave the rest of the agenda open for the report. Cap your own list so it does not crowd out theirs.
Proficient
Build consistency and rhythm.- 3
Before the 1:1, glance at the report's recent work wherever it lives so you can reference something specific. You open with a real observation rather than a request for a status recap.
- 4
Keep one shared notes space per report that both of you add topics and notes to between meetings, with last time's notes and open items at the top. Preparation becomes a quick review because the agenda has been building itself.
Mastered
Operate at the highest level.- 5
Once your routine is consistent, write it as a short prep checklist and share it with a newer manager, so they can prepare for a 1:1 without inventing the steps.
Common Pitfalls
Avoid the common failure modes.- Prep takes half an hour. You are rebuilding context from scratch. Keep the shared notes current so preparation is a glance.
- You open by asking for a status update. You skipped the recent-work scan. Look before the meeting and name something specific.
- Your topics crowd out theirs. You brought more than one or two items. Cap your own list and leave room for the report.