What are one-on-one meetings?

A one-on-one meeting (or 1:1 meeting) is a meeting between two people that usually reoccur on a regular basis. One-on-one meetings are typically scheduled between a manager and an employee, but are also common between direct team members, cross-functional roles, and skip-level managers. These meetings are structured to encourage open communication, address specific topics, provide feedback, and develop a deeper understanding of goals, progress, and challenges.

Important statistics around one-on-one meetings

Here are some key stats around how often one-on-one meetings are scheduled throughout the workforce:

Overall meeting trends

• Professionals average 25.6 meetings per week
• The average meeting length is 50.6 minutes
• Professionals average 5.6 one-on-one meetings per week
• The average duration of a one-on-one meeting is 42.9 minutes
• 85.2% of one-on-one meetings are remote.

One-on-one meeting rescheduling

• On average, 42.4% of one-on-one meetings are rescheduled every week
• 118.7 one-on-one meetings are rescheduled per person each year

One-on-one meeting cancellations

• On average, 29.6% of one-on-one meetings are canceled
• The average professional cancels 82.9 one-on-one meetings a year

What are the benefits of one-on-one meetings?

One-on-one meetings are a valuable tool for managers and employees alike and can have a profound impact on individual and team performance. When done correctly, one-on-ones can:

• Boost employee engagement & morale: Employees who feel seen and heard by their managers are more likely to be engaged in their work and have a positive attitude. One-on-ones allow employees to voice their concerns, ideas, and suggestions, making them feel more valued and invested in the company.
• Clarification of goals: These meetings allow both parties to align on objectives, set priorities, and clarify expectations, ensuring everyone is working towards common goals.
• Improve communication & collaboration: One-on-ones can help break down communication barriers between managers and employees, considering they serve as a dedicated platform for discussing a range of topics. By setting aside regular time to talk, managers can learn more about their employees' strengths and weaknesses, and employees can get the support and guidance they need to be successful.
• Increase productivity & performance: Regular one-on-ones can help identify and remove roadblocks preventing employees from being productive. They can also be used to set goals and track progress, which can help to keep employees motivated and on track.
• Develop employees' skills & careers: One-on-ones can be used to discuss career development goals and create a plan for how to achieve them. Managers can provide employees with feedback and guidance on how to improve their skills and performance.
• Building & developing relationships: One-on-one meetings offer an opportunity to establish rapport, trust, and understanding between participants, creating a supportive environment for constructive conversations.

Best practices for one-on-one meetings

One-on-one meetings are highly beneficial, but conducting them properly requires the right approach. Here are best practices for one-on-one meetings:

• Clearly define the purpose: Is it career development, problem-solving, or simply building rapport? A focused agenda ensures a productive flow.
• Establish a regular cadence: Consistency is key; having regularly scheduled one-on-one meetings encourages ongoing communication and trust-building.
• Come prepared: Both participants should come prepared to their one-on-one meetings with specific topics or agenda items to guarantee a productive discussion.
• Use active listening: The best one-on-one meetings are defined by active listening on both sides. Each person should be able to express their thoughts and concerns openly.
• Action items and follow-up: Document action items and key takeaways from the meeting, and follow up on these items in subsequent meetings to track progress.
• Don't cancel on your team: Respect the time commitment made for one-on-one meetings. Canceling on short notice can undermine trust and hinder the development of a professional relationship. Prioritize these interactions as essential components of team communication.
• Find the ideal meeting duration: Tailor the meeting duration to suit the needs of both participants. While some may benefit from longer discussions, others may prefer concise and focused interactions. Finding the ideal duration ensures the meeting is neither rushed nor unnecessarily prolonged.
• Automate your one-on-one scheduling: Manual back-and-forth communication to find suitable time slots for your one-on-one meetings can be time-consuming and prone to errors. Streamlining this process with automation using a tool like Reclaim.ai not only saves time, but also guarantees that meetings are scheduled optimally for both participants.