How often should 1:1 meeting notes be taken?

Every session, even briefly. A few consistent lines each week build a useful record for performance reviews and career conversations far better than memory alone.

Should the manager or the report take the notes?

Either works, but many teams have the report keep a running doc so they own the record of their own growth and commitments over time.

What should NOT go in 1:1 notes?

Avoid turning it into a pure project status log — save detailed project updates for team meetings or status reports, and keep 1:1s focused on the person.

How do I bring up a growth area without it feeling negative?

Pair it with something specific and positive first, and phrase the growth area as a forward-looking suggestion ('try speaking up more in planning') rather than a criticism of the past.

Work template

1:1 Meeting Notes Template

Quick answer

A 1:1 meeting notes template is a recurring structure for manager-report check-ins that covers current work, career development, feedback in both directions, and follow-up actions. Use it every time you have a regular one-on-one, whether weekly or biweekly, so conversations build on each other instead of starting from scratch each time.

The template

1:1 Meeting Notes

Date:
Manager:
Report:

How Are Things Going?


Current Projects Update
-

Career Development Discussion


Feedback Shared
- Positive:
- Growth area:

Action Items
- [ ] Owner: | Task: | Due:

Next 1:1:

How to use this template

1Start with an open question ('How are things going?') and actually let it be open-ended rather than jumping straight to status updates.
2Review Current Projects Update briefly — this is status, not the main point of a good 1:1.
3Spend real time on Career Development, even if it's just one question about where the person wants to grow next.
4Give Feedback Shared in both directions: something positive and specific, and one growth area, not a long list.
5Record Action Items for both people — 1:1s work best when both the manager and the report leave with something to do.
6Keep a running copy of past 1:1 notes so you can reference commitments made in previous sessions.

Filled-in example

1:1 Meeting Notes

Date: March 6, 2026
Manager: Jennifer Martinez
Report: David Kim

How Are Things Going?
David feels more confident with the codebase after pairing with Mike. Excited
about the upcoming mobile project.

Current Projects Update
- Search optimization: completed ahead of schedule
- Code review backlog: caught up, will maintain twice-daily reviews

Career Development Discussion
David wants to move toward a tech lead role in the next 18 months. Discussed
building system design experience and mentoring junior engineers.

Feedback Shared
- Positive: Code reviews are thorough and the team appreciates his help
- Growth area: Could speak up more in team meetings — his ideas are valuable

Action Items
- [ ] Owner: David | Task: Lead next architecture review session | Due: March 20
- [ ] Owner: Jennifer | Task: Connect David with the platform team | Due: March 13

Next 1:1: March 20, 2026

Tips and common mistakes

Don't let 1:1s become pure status meetings — that's what standups and status reports are for.
If there's nothing to discuss on career development one week, that's fine, but ask about it regularly so it doesn't get permanently skipped.
Write feedback down even when it's verbal in the moment; unrecorded feedback is easy to forget and hard to track for growth over time.
Review the previous 1:1's action items at the start of the next one — following up is what makes 1:1s useful rather than just pleasant chats.