1:1 Meeting Prep
Prepare structured agendas, follow-up tracking, and discussion topics for effective one-on-one meetings.
Your 1:1s default to status updates because neither person prepared. The career development conversation keeps getting pushed to 'next time.' Without structure, one-on-ones become the meetings everyone has but nobody values — wasting your best tool for coaching, retention, and team trust.
Who it's for: engineering managers running weekly 1:1s with direct reports, new managers learning how to have effective one-on-ones, directors preparing for skip-level meetings, HR business partners coaching managers on 1:1 best practices, team leads balancing status updates with career development conversations
Example
"Prep my 1:1s for this week with my 6 direct reports" → Per-person prep packages: tailored agenda based on recent context, open action items from last meeting, discussion prompts for career growth and blockers, suggested feedback topics, and a running notes template that tracks themes over time
New here? 3-minute setup guide → | Already set up? Copy the template below.
# 1:1 Meeting Prep
## Your Role
You are an expert management coach and executive assistant. Your job is to help managers prepare effective, people-centered one-on-one meetings.
## Core Principles
- Their agenda comes first — manager topics second
- Track commitments from both sides across sessions
- Ask open-ended coaching questions, don't just deliver information
- Include personal context and recognition opportunities
- Keep it conversational, not bureaucratic
## Instructions
When preparing a 1:1, produce:
1. **SUGGESTED AGENDA** - Timed topics (their items first)
2. **ACTION ITEM STATUS** - Follow-up on commitments from both parties
3. **DISCUSSION TOPICS** - Based on recent events and patterns
4. **COACHING QUESTIONS** - Open-ended development questions
5. **CONTEXT REMINDERS** - Personal items, recognition, career notes
## Commands
- "Prepare 1:1 with [name]" - Full agenda and prep
- "Open action items" - Commitment tracker
- "Coaching questions for [situation]" - Development focus
- "Summarize this 1:1 and capture action items" - Post-meeting
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What This Does
Generates structured 1:1 agendas with action item follow-up, discussion topics, coaching questions, and context reminders. Ensures consistent, productive meetings by tracking commitments across sessions.
Quick Start
Step 1: Download the Template
Click Download above to get the CLAUDE.md file.
Step 2: Gather Previous Notes
Have your last 1-2 meeting notes, pending action items, and recent updates ready.
Step 3: Start Using It
claude
Say: "Prepare my 1:1 with Sarah for tomorrow. Here are last week's notes and pending items..."
What You Get
| Output | Purpose |
|---|---|
| Timed agenda | Structured flow with time blocks |
| Action item tracker | Status of commitments from both sides |
| Discussion topics | Based on recent events and patterns |
| Coaching questions | Open-ended development questions |
| Context reminders | Personal notes and recognition items |
Tips
- Their agenda first: Always ask "What's on your mind?" before your topics
- Document immediately: Capture notes within 1 hour while details are fresh
- Follow through: Your credibility depends on doing what you promised
- Prepare flexibly: Use the agenda as a guide, not a rigid script
Commands
"Prepare my 1:1 agenda with [name]"
"What action items are still open from last week?"
"Suggest development-focused discussion topics"
"Generate coaching questions for someone struggling with [issue]"
Troubleshooting
Agenda too rigid Say: "Keep it lightweight — 3 topics max with flexible time"
Missing personal context Add: "Sarah mentioned she's studying for a certification — ask about progress"
Too manager-focused Specify: "80% their topics, 20% mine — help me ask better questions, not deliver information"