One on One Meeting Guidelines: Why Ongoing Feedback Matters More Than Once-a-Year Reviews
When it comes to performance management, one-on-one meetings can increase employee engagement and retention. A major mistake we see organizations make is relying solely on an annual review cycle. Annual reviews can have their place—especially when they include meaningful goal setting and progress tracking that tie into both individual roles and broader organizational objectives. But waiting months to share feedback? That’s where the process breaks down, making it essential to follow clear one-on-one meeting guidelines to keep communication flowing year-round.
“Sharing feedback ‘as it occurs’ is the most important part,” says Vana Greischar, Sr. HR Consultant at Lakeside HR Group. “Waiting for an annual review cycle is probably the worst way to do it.”
7 One on One Meeting Guidelines That Make Feedback Part of Everyday Work
We’ve put together seven one on one meeting guidelines that help make feedback part of everyday work and keep employees engaged and supported.
1. Pre schedule one on one’s at a regular cadence throughout the year
We recommend a steady rhythm of check-ins to keep conversations going year-round. Bi-weekly one on ones (every other week) give employees dedicated time with their manager to connect, share progress, ask questions, and receive real-time feedback. These conversations are an opportunity to reinforce what’s going well and address areas for improvement before they become bigger issues.
2. Base the cadence of one on one meetings on the employees need
The frequency of these meetings can flex based on the employee’s needs. “It might depend on the role and how far along in their career that employee is, how much support they need,” Vana explains. “If they’re very new to their role, it could be weekly. As they settle in, it can move to bi-weekly.”
This simple, consistent practice not only builds stronger relationships but also helps prevent the all-too-common breakdowns we see in traditional annual review processes. When feedback becomes part of the everyday culture, performance management transforms from a task you check off once a year into something that works.
3. Keep the one on one meeting structure simple
When it comes to one on one meeting guidelines, simplicity is key. “Typically, it’s a very short, open agenda,” says Vana.
By sticking to these one on one meeting guidelines, managers can create predictable, productive spaces for meaningful dialogue.
4. Start the first 5-10 minutes by connecting personally with the employee
“One-on-ones should start by connecting personally with that employee—what’s going on with their life, how’s family life, how’s work-life balance, what’s going on with the whole person? You’re creating that trust and building that relationship over time.”
Vana shares an example from her own experience:
“I’m part of an industry advisory team for unCommon Construction; they’re about getting youth into the construction industry and providing professional skill-building opportunities to bolster workforce readiness. We start all our meetings with what they call “PPE”. PPE in the construction industry stands for Personal Protective Equipment, but as our ice-breaker, it stands for Personal, Professional, and Emotional. You rate yourself one to five in each of those areas, with five being the highest rating. You can go as deep as you want or keep it high level. But again, it just creates that vulnerability and trust in the conversation through celebrating the highs and supporting the lows.”
Using something like PPE as a starting point in your one on ones is a great way to break the ice and foster real, honest conversations.
5. Focus on progress towards goals
That connection that builds over time from connecting on a personal level makes it easier to deliver meaningful, actionable feedback when it matters.
The last 20 minutes should focus on progress toward goals, areas where the employee may need support or development, and anything they’d like help with—whether it’s a complex project or even just figuring out how to do something small, like learning a new Excel trick.
6. Give the employee shared ownership in one on one meetings
It’s also important to remember that the employee should take ownership of these meetings. “My manager doesn’t do that for me, I do it,” Vana explains. “I bring my items, my needs to the meeting—that’s my obligation for a one on one as an employee.”
This shared ownership makes these conversations more valuable and ensures both sides show up prepared, engaged, and ready to collaborate.
7. Strive for healthy growth and progress
While regular one on one meetings and ongoing feedback are key to effective performance management, they also create space for important conversations beyond day-to-day tasks—like how employees define success. Are they striving for healthy growth and progress, or are they getting stuck chasing unattainable perfection?
It’s a common challenge we see in workplaces: the fine line between perfectionism and excellence. Perfectionism can lead to burnout, missed deadlines, and constant self-criticism, while excellence focuses on continuous improvement, realistic goals, and celebrating progress. Helping employees (and leaders) recognize the difference is essential to building a culture of high performance without the pressure of perfection.
We’re diving deeper into this topic during our Lakeside Chat: Perfectionism vs. Excellence webinar. Join us to explore practical ways to shift mindsets, support your team, and create an environment where excellence—not perfection—thrives.
One on one meetings are one of the most effective ways to build trust, provide timely feedback, and support employee growth—far beyond what an annual review can offer. By following simple, consistent one on one meeting guidelines like setting a regular meeting cadence, keeping the structure straightforward, and fostering personal connections, managers can turn these conversations into powerful tools for engagement and development. When employees share ownership of the process and feedback becomes part of the everyday culture, performance management shifts from a once-a-year event to an ongoing, meaningful practice.
Need help implementing a stronger performance management process within your organization?
We offer HR consulting designed to support you, including help establishing effective one on one meeting guidelines tailored to your team. Whether you’re starting from scratch or looking to refine your approach, our team can help you build systems that drive results and keep your people engaged.
About Lakeside HR Group
We are a premier HR Consulting and Recruiting firm connecting people and businesses through personalized, full-service solutions. As a boutique firm of seasoned HR professionals, we specialize in providing customized HR services for small to midsize businesses. With expertise across diverse industries, positions, and states throughout the U.S., we partner with our clients to discover top talent and deliver the support needed to help their businesses thrive.
