When we begin our journey as first-time supervisors, our minds are filled with questions. Many of these we’re afraid to ask, worried that seeking help might make us appear unqualified or cast doubt on why we were selected for the role.

You may be stepping into a new team, or moving up within your current one. Either way, it’s common to hesitate when it comes to making changes—especially around established team processes.

For me, one area I felt unsure about was the structure of one-on-one meetings. I assumed I should follow the format used by my predecessors. I didn’t think it was my place to change anything.

At first, I stuck with the usual format:

Me: “Hey, how are you?”

Them: “Good, thanks. You?”

Me: “I’m good. What did you work on last week?”

Them: “I completed a few tasks, followed up with clients, and updated our report.”

20 minutes later…

Me: “Thanks for the update.”

What just happened? That could’ve been an email. Or skipped altogether—because I trust my team to manage their day-to-day work. They know they can come to me when they need support or face a challenge.

Now, I take a different approach. I ask my colleagues to come to our one-on-one meetings with a specific problem, feedback request, or something they’d like to practice—like a presentation. I aim to be a sounding board. My favorite question to ask is: “How can I help you?”

I usually send that question a few days ahead. If they don’t need help that week, we cancel the meeting and they send a brief update by email if needed.

Additionally, I ask them to write down short-term goals they want to achieve in the next two weeks. It helps them stay focused and prioritize what really matters. We review the outcomes together, discuss what worked, and troubleshoot anything that didn’t go as planned.

Over time, these meetings become more valuable. We spot patterns, strengthen our working relationship, and grow together. There’s no wasted time—only learning, solving, and improving.

What are some of your favorite strategies for one-on-one meetings?

Take care.