> ## Documentation Index
> Fetch the complete documentation index at: https://docs.topicflow.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Running One-on-Ones

> How to set up and conduct effective one-on-one meetings

# Running One-on-Ones

One-on-ones are the foundation of effective performance management. They create regular space for coaching, feedback, goal alignment, and relationship building.

## Setting up a one-on-one

To create a one-on-one in Topicflow:

1. Go to Meetings and click "New Meeting"
2. Select "One-on-one" as the meeting type
3. Choose the participant (your direct report or manager)
4. Set the recurrence (typically weekly or bi-weekly)
5. Optionally connect your calendar to sync meeting times

Once created, the one-on-one becomes a persistent space where agendas, notes, and action items accumulate over time.

If you already have one-on-one documents from another tool or from past conversations, you can import them into an existing meeting series using the **Import 1-on-1** button. This brings your historical notes into Topicflow so everything lives in one place.

## Before the meeting

**Review context**
Topicflow automatically surfaces:

* Open action items from previous meetings
* Recent work activity (commits, PRs, completed tasks, etc.)
* Stale or off-track goals
* Recent feedback given or received

**Add agenda items**
Both participants can add topics to the agenda:

* Progress on specific goals or projects
* Blockers or challenges
* Feedback to give or request
* Career development topics
* Team dynamics or process issues

**Use Topicflow AI**
Topicflow AI can suggest talking points:

* "What has \[person] been working on recently?"
* "Are there any stale goals or overdue action items?"
* "What feedback has \[person] received this quarter?"

## During the meeting

**Start with the human check-in**
Begin with how the person is doing, not just what they're working on. Performance management works best when the relationship is strong.

**Work through the agenda**
Go through prepared topics, but stay flexible. If something important comes up, let the conversation go there.

**Take notes**
Capture key points, decisions, and observations in the meeting notes. These become a shared record that both participants can reference.

**Create action items**
When commitments are made, turn them into action items:

* "I'll review the design doc by Friday" → action item
* "Let's schedule time with the product team" → action item
* "I'll think about next quarter's goals" → action item

Action items ensure follow-through and surface in the next meeting's agenda.

**Give feedback**
One-on-ones are ideal for continuous feedback. When you notice something worth reinforcing or addressing, say it directly and document it.

You can formalize feedback given in the meeting by creating a feedback item, which will be visible during performance reviews.

## After the meeting

**Review and clean up notes**
Make sure action items are assigned and have due dates if needed.

**Share or summarize**
Notes are visible to both participants by default. If the conversation included decisions that affect others, you can share relevant points.

**Follow up on action items**
Open action items automatically surface in the next meeting, creating a natural accountability loop.

## Common one-on-one patterns

**Manager-driven agendas** (early in relationship)

* Manager prepares most of the agenda
* Focus on clarity, expectations, and feedback
* Gradually shift ownership to the direct report

**Employee-driven agendas** (mature relationship)

* Direct report owns the agenda and comes prepared
* Manager acts as coach, sounding board, and escalation path
* Topics tend to be strategic, forward-looking, and developmental

**Balanced agendas** (most common)

* Both participants add topics
* Mix of updates, coaching, feedback, and planning
* Responsive to what's happening week-to-week

## What to discuss in one-on-ones

**Short-term (tactical)**

* Progress on current work
* Blockers and how to resolve them
* Coordination with other teams
* Immediate feedback

**Medium-term (goals and growth)**

* Goal progress and adjustments
* Skill development
* Project ownership opportunities
* Process improvements

**Long-term (career and direction)**

* Career aspirations
* Strengths and growth areas
* Organizational changes
* Big-picture alignment

Effective one-on-ones balance all three time horizons, not just short-term status updates.

## How one-on-ones connect to performance

One-on-ones are where most performance management actually happens:

* **Continuous feedback** replaces the need for surprise critiques in reviews
* **Goal discussions** keep objectives relevant and progress visible
* **Coaching moments** build skills over time, not just during reviews
* **Relationship building** makes difficult conversations possible

When review time comes, both participants already know where things stand because it's been discussed regularly.

## What's next

<CardGroup cols={2}>
  <Card title="Agendas, notes, and follow-ups" icon="list" href="/meetings/agendas-notes-and-follow-ups">
    Structure your meetings effectively
  </Card>

  <Card title="AI support in meetings" icon="sparkles" href="/meetings/ai-support-in-meetings">
    Use Topicflow AI to prepare for one-on-ones
  </Card>

  <Card title="Feedback" icon="message" href="/feedback">
    Learn about giving and receiving feedback
  </Card>
</CardGroup>