Using 1:1 Meetings to Set and Track Goals
Regular 1:1 meetings are essential for setting and tracking personalized goals for your team. Learn how to transform them from routine check-ins into tools for enhancing individual and team success.
This is Leadership Lessons, your blueprint for practical leadership success and actionable advice on how to excel as a manager, like how to make good decisions.
What if a simple 30-minute meeting could drastically improve your team’s performance and engagement? The good news is: it can! One-on-one (1:1) meetings aren’t just an administrative task—they’re your secret weapon. When used effectively, they provide a dedicated space for personalized communication, goal-setting, and tracking that can keep both you and your team on track. With all you have going on as a manager, it’s easy to get lost in the daily grind. Regular 1:1s give you a chance to pause, check in, and ensure that long-term goals don’t slip through the cracks.
The real power of these meetings lies in seeing them as more than just a routine. They’re an opportunity to invest in your team’s growth and build a culture of accountability. Think of your 1:1s as a regular pit stop—keeping everything running smoothly while checking for areas of improvement.
Setting Clear, Individual Goals
Every team member is unique. Yes, they may share common objectives, but their personal goals, strengths, and areas for growth will differ. Recognizing these differences is key to effective leadership. Instead of treating everyone the same, take the time during your 1:1s to explore each individual’s potential.
Ask open-ended questions to get the conversation flowing:
What are your long-term career goals?
Which parts of your job feel the most rewarding, and which ones are more challenging?
Are there any skills you’d like to develop in the next few months?
From there, collaborate on setting SMART goals (Specific, Measurable, Achievable, Relevant, and Time-bound). For example, if someone wants to build leadership skills, consider assigning them a project that allows them to lead a small team during the next quarter. If another person is looking to improve their technical abilities, explore relevant certifications or training programs that will support their development.
Once goals are set, make sure they’re written down. This provides clarity and makes it easier to track progress over time.
Tracking Progress: Building Accountability
Setting goals is only the first step. You need to track progress to keep everything moving forward. This is where regular 1:1 meetings become invaluable. Consistency is key. Whether you meet weekly or monthly (and they definitely shouldn't be more than a month apart), these check-ins create a natural rhythm for holding everyone accountable—both you and your employees.
At each meeting, revisit the goals you discussed previously. A few simple questions can guide the conversation:
How are you progressing toward your goals?
What challenges have come up since our last meeting?
What support or resources do you need to stay on track?
This kind of dialogue keeps the momentum going. If challenges arise, work together to find solutions. However, it’s important not to take ownership of the problem—your role is to guide, not to fix. Accountability should remain with the employee, but your support is crucial to helping them overcome obstacles.
Sometimes, things change. The business may shift, or personal circumstances may alter the course of someone’s goals. That’s okay. Be open to adjusting targets when needed, but always frame it as a response to new information—not a failure to meet expectations.
Balancing Development and Operational Goals
As a leader, there’s always tension between meeting immediate business needs and investing in long-term employee development. It can be tempting to focus entirely on hitting KPIs and meeting deadlines, but ignoring development will ultimately hurt your team’s performance.
Use your 1:1s to balance both priorities. Start by addressing any pressing operational goals. Review metrics, identify bottlenecks, and discuss immediate performance issues. Once that’s done, shift the conversation to development. You can do this by asking questions like:
What are you learning from your current role?
Are there any challenges that are holding you back?
What can I do to help you grow into your next role?
This shows your team that you care about their success, both now and in the future. By focusing on both operational targets and personal development, you’ll foster loyalty, motivation, and engagement.
Creating a Culture of Feedback and Growth
Great leaders create a culture of continuous feedback. Your 1:1 meetings should become a safe space for employees to voice concerns, share ideas, and ask for help. Feedback should flow in both directions—constructive and specific feedback from you, and honest feedback from your team about what’s working and what isn’t.
This starts with you. By prioritizing 1:1s, you send a clear message that open communication matters. When offering feedback, avoid vague praise or criticism. Instead, focus on specific behaviors and offer actionable next steps. Over time, your team will start to view these meetings as essential to their own development and performance.
In case you need a refresher, one of my most popular articles focuses on giving useful feedback:
Summary
It can be easy to overlook the importance of personalized, face-to-face interactions. However, regular 1:1 meetings can transform the way you lead. By using these meetings to set clear, individual goals and to track progress over time, you’ll not only improve your team’s performance but also foster a culture of growth, accountability, and engagement.
Your role as a leader is to help each employee become a better version of themselves. If you’re intentional about these 1:1 conversations, your team will leave each meeting more motivated, more focused, and better equipped to achieve both their personal and professional goals.
From Theory to Practice
To make your 1:1 meetings as effective as possible, here are some practical tips you can start using today:
Schedule Regular 1:1s: Set up recurring meetings with each team member. Aim for at least monthly to ensure consistent communication. Block out time on your calendar at regular intervals so neither you nor your employee skips them.
Prepare for Each Meeting: Review notes from previous meetings and have a clear agenda in advance to keep meetings focused and productive.
Ask Thoughtful Questions: Begin 1:1s with open-ended questions to uncover personal and professional goals.
Review Previous Goals: Start each 1:1 by discussing the status of goals set in previous meetings.
Identify and Address Obstacles: Ask about roadblocks and provide support or resources to overcome them.
Balance Focus Areas: Ensure each 1:1 covers both immediate tasks and long-term development to support comprehensive growth.
Give Specific Feedback: Offer clear, actionable feedback with examples to guide improvement.
Encourage Two-Way Feedback: Create a safe space for employees to provide feedback on what’s working and what isn’t.
Promote Open Communication: Regularly invite feedback on how the 1:1 meetings are going and make adjustments to improve their effectiveness.
Document and Share: Keep written records of the goals and discussions from each 1:1, and share these with your team members to maintain accountability.
By putting these tips into action, you can transform your 1:1 meetings from routine check-ins into powerful tools for growth, accountability, and success.
What successes or challenges have you faced with 1:1 meetings?
Let me know in the comments.
Follow me on LinkedIn