How 1 on 1 Meetings with Employees Can Help You Lead Honestly and Build Stronger Teams

Leadership today is about more than directing tasks and tracking results. It’s about creating a culture of trust, open communication, and personal accountability. One of the most effective ways to achieve this is through regular 1 on 1 meetings with employees. When done right, these meetings create a space for leaders to connect genuinely with their teams, address issues early, and promote continuous growth.

Even more importantly, these conversations give leaders a chance to lead honestly - to be transparent, consistent, and human in their approach to managing people.

The Importance of 1 on 1 Meetings

Employees don’t quit jobs, they quit poor leadership. Research consistently shows that regular one-on-one conversations between managers and team members significantly improve engagement, retention, and performance.

But not all meetings are created equal. 1 on 1 meetings with employees should be focused, meaningful, and intentional. They’re not meant for micro-managing or rattling off task lists. Instead, they should be designed to:

• Build trust through consistent communication
  
  

• Provide space for personal feedback and support
  
  

• Offer coaching and development opportunities
  
  

• Clarify goals and eliminate roadblocks
  
  

When leaders take time to truly understand their people, they create a work environment where everyone feels seen, heard, and valued.

Leading Honestly: Why It Matters

To lead honestly means to lead with integrity, openness, and empathy. It's about being truthful - even when it’s hard - and being willing to admit when you don’t have all the answers. Honest leadership doesn’t mean being blunt or overly critical. Rather, it means building relationships where mutual respect and trust are the foundation.

Here’s what leading honestly looks like in the context of 1 on 1 meetings:

• Giving clear, constructive feedback without sugarcoating
  
  

• Being transparent about company changes, goals, or challenges
  
  

• Listening with empathy and curiosity
  
  

• Following through on promises made during meetings
  
  

• Encouraging openness and honesty from the employee, too
  
  

How to Structure 1 on 1 Meetings with Employees

To maximise the value of these meetings, you need a clear structure. Here’s a simple agenda that balances personal connection, performance discussion, and strategic growth:

1. Personal Check-In (5–10 minutes)

Begin by asking how things are going both at work and outside of it. This helps build rapport and signals genuine care.

Examples:

• How are you feeling this week?
  
  

• Anything outside of work affecting your focus or energy?
  
  

2. Project Updates & Priorities (10–15 minutes)

Discuss progress on current tasks, upcoming deadlines, and any areas where support is needed. Avoid turning this into a status update; focus more on problem-solving and alignment.

Examples:

• What’s going well with your current projects?
  
  

• Are there any blockers I can help with?
  
  

3. Career Development & Feedback (10–15 minutes)

This is a key area where you can coach and empower your employee. Discuss growth goals, skill-building opportunities, and give honest feedback (both positive and constructive).

Examples:

• What skills are you hoping to develop this quarter?
  
  

• Here’s one thing I’ve noticed that you’re doing really well…
  
  

4. Open Forum & Follow-Up (5 minutes)

Allow the employee to bring up anything else that’s on their mind. Then, review takeaways and next steps.

Examples:

• Is there anything we didn’t cover that you’d like to discuss?
  
  

• Let’s summarise the action items from today’s meeting.
  
  

Best Practices for Honest 1 on 1s

Here are a few tips to help you run more effective and transparent 1 on 1 meetings with employees:

• Be present: Avoid distractions. Give your full attention to the person in front of you.
  
  

• Keep it regular: Consistency builds trust. Aim for weekly or bi-weekly meetings.
  
  

• Write things down: Document key points and agreed-upon action steps.
  
  

• Balance speaking and listening: These meetings should be 50/50 conversations, not monologues.
  
  

• Create psychological safety: Make it clear that feedback, both ways, is welcomed and valued.
  
  

Building a Culture of Trust

Honest leadership thrives in environments where communication is encouraged, and mistakes are viewed as learning opportunities. Regular 1 on 1 meetings with employees provide the rhythm for this kind of culture to flourish.

When employees feel like their manager is invested in their success and willing to be honest about the good and the bad - they are far more likely to stay engaged, loyal, and motivated. Trust doesn’t develop overnight, but it grows in small moments of genuine conversation and consistent support.

Final Thoughts

In a world where leadership can often feel like juggling numbers and deadlines, taking the time to connect personally with your team through 1 on 1 meetings is a game-changer. These conversations are a powerful tool for any leader who wants to lead honestly and build stronger, more resilient teams.

Whether you're guiding a new hire or mentoring a future leader, remember that your commitment to transparency, empathy, and support during these meetings will lay the foundation for lasting success, not just for your employees, but for your entire organisation.