How To Conduct Effective 1:1 Conversations

A quick guide on how to conduct effective one-on-one meetings with your manager as well as your team to build trust, alignment, empowerment and set your career up for success.

As professionals, our ability to communicate effectively can make or break our success. Just take a look at some statistics of how important this communication skill is. 👇

View in Graphy.

One useful technique in my communication toolbox have been, surprisingly, 1:1 calls. Whether you're reporting to your manager or leading your own team, these face-to-face conversations are golden opportunities to align, grow, and drive results.

But the truth is, not all 1:1s are the same. When I started my career, these calls for me were filled with awkward silences and meandering discussions that left me wondering, “What was the point of that?” 🤐

That's why I've invested time improving my approach to 1:1 meetings, and today I'm sharing my strategies to help you level up. 🆙

---

If you like this newsletter, you may also like Leading in Product by

Benedikt Kantus

.

---

Reporting Up: Making Your Manager Your Biggest Ally

Let's start with the 1:1s you have with your manager. These meetings are your chance to showcase your value, get guidance, and ensure you're aligned with the bigger picture.

Prepare Like Your Career Depends On It (Because it actually does!)

Remember that time you showed up to a 1:1 with nothing prepared, hoping to "wing it"? Yeah, let's never do that again. Your manager's time is precious, and so is yours!

Here's my pre-1:1 ritual:

1. Review last meeting's action items: Did you do what you said you'd do? Be ready to report on progress.

2. Analyze key metrics: Know your numbers. What's trending up or down, and why?

3. Identify blockers: What's standing in your way? Come with potential solutions, not just problems. In particular, don't just come with complaints!

4. Prepare your "wins": What have you accomplished since the last meeting? Don't be shy about tooting your own horn.

5. Draft discussion points: What do you need input on? What decisions need to be made?

Structure Your Update for Maximum Impact

Your manager doesn't need a play-by-play of your week. They want to know if you're on track and where they can help. I use this simple framework:

1. Top priorities: "Here are the three most important things I'm focused on..."

2. Key results: "We've seen a 15% increase in user engagement since launching feature X..."

3. Challenges and solutions: "We're facing a bottleneck in the design process. I propose we..."

4. Strategic questions: "I'm considering pivoting our approach to X. What are your thoughts on..."

Ask for What You Need

Don't leave the meeting without getting what you came for. Be direct:

• "Can I get your input on..."

• "I need your help with..."

• "What's your perspective on..."

*In theory, your manager should want you to succeed. If you succeed, the company succeeds. So make it easy for them to help you.

*For new managers or leaders this will be very difficult at first. Honestly, I have had experience with bad managers and this is a real pattern:

Managers or leaders who were promoted to the leadership/management role but are not interested in people.

They either have a hard time, as do their direct reports, but learn over time or never develop people management skills. Everyone finds themselves in a difficult situation.

How I Structure 1:1s With My Manager

The structure I follow is:

1. Personal Check-in

Start with a quick personal check-in to build rapport.

💬 Example:

“How was your weekend? I know you mentioned you were planning to go hiking - did you end up going?”

2. Wins and Challenges

Ask about recent wins and challenges. This helps celebrate successes and identify areas for support.

🙋 Example questions:

• “What’s been your biggest win since we last met?”

• “What’s been most challenging for you lately?”

3. Progress on Goals/OKRs

Review progress on key goals or OKRs. This keeps the focus on high-impact work.

💬 Example:

“Last time we talked about your goal to improve our onboarding flow. How’s that progressing? Are we on track to reduce our time-to-value by 20% this quarter?”

4. Roadblocks and Support Needed

Identify any roadblocks and determine how you can provide support.

💬 Example:

“You mentioned the engineering team is overloaded. What can I do to help prioritize our feature requests or get additional resources?”

5. Feedback Exchange

Provide specific, actionable feedback and ask for feedback in return.

💬 Example:

“I noticed in yesterday’s stakeholder meeting that you did a great job explaining our product strategy. One thing that could make it even stronger is providing more concrete metrics on the expected impact. Do you have any feedback for me on how I can better support you?”

6. Action Items

End by summarizing action items for both parties.

💬 Example:

“So to recap, you’ll schedule a meeting with engineering to reprioritize the backlog, and I’ll reach out to finance about getting an additional headcount approved. Let’s follow up on both of these next week. Does that sound good?”

Leading Down: Empowering Your Team Through 1:1s

Now, let's flip the script. If you're managing a team, your 1:1s are crucial for building trust, aligning priorities, and developing your reports.

Set the Stage for Openness 🎙️

Your reports should look forward to your 1:1s, not dread them. Create an environment where they feel safe to share:

1. Start with connection: "How was your weekend?" Isn't small talk; it's relationship building.

2. Listen more than you speak: Aim for an 80/20 ratio in their favor.

3. Ask open-ended questions: "What's been on your mind this week?" can uncover insights you'd never get otherwise. This can be a great opportunity to re align on expectations!

Focus on Growth, Not Just Tasks 🪴

Yes, you need to know if projects are on track. But 1:1s are also about developing your team members:

• Discuss career aspirations: "Where do you see yourself in a year? How can I help you get there?"

• Provide specific feedback: "I noticed how you handled X situation. Here's what you did well, and here's one thing to consider next time..."

• Encourage problem-solving: When they bring up challenges, resist the urge to solve them. Instead, ask, "What approaches have you considered?"

End with Clarity and Commitment ✅

Never let a 1:1 end without clear next steps:

1. Summarize key points: "So, to recap..."

2. Agree on action items: "You'll do X by next week, and I'll follow up on Y. Correct?"

3. Schedule the next meeting: Consistency is key. Make your 1:1s a sacred time on both your calendars.

Wrapping Up

Here's the thing about 1:1s: they are part of the communication skill and, like any skill, they improve with practice and reflection. Also, be patient if you or anyone else is new to the team. Build trust takes time and a lot of listening, I have an article that you can consult:

After each 1:1, ask yourself:

• What went well?

• What could I have done better?

• Did we achieve what we needed to?

Don't be afraid to ask for feedback on your 1:1s, too. A simple "How can I make our 1:1s more valuable for you?" can yield powerful insights.

Seeing the value of 1:1s won't happen overnight. But with consistent effort and a willingness to learn, you'll transform these meetings from being mandatory check-ins to powerful drivers of success—both for you and your team.

Remember, whether you're reporting up or leading down, the goal is the same: to create an environment of trust, alignment, and continuous improvement. Do that, and you'll not only become a more effective product manager but also set yourself up for long-term career success.

Now it's your turn, leave a comment if you have tips or lessons to share! 🚀