Here’s a quick-win template to help you!
Stepping into your first 1:1 conversation can be a bit like assembling flat-pack furniture without the instructions. You’ve got all the right pieces (you, your team, your enthusiasm), but things quickly get wobbly if you don’t have a plan. That’s where a template comes in handy — it’s your Allen key to hold it all together. With a simple structure in place, your one-on-one chats won’t end up like a three-legged coffee table: confusing, unstable, and missing a vital screw.
These conversations are one of the most valuable leadership tools you’ll ever use. They’re not just check-ins; they’re connection builders. When done well, 1:1s can:
And here’s a quick reality check: Want to know the biggest factor in whether your team feels connected (or not)? It’s you! Yep — around 70% of what makes a team feel engaged comes down to how you show up.
So your one-to-ones are not just a nice-to-have — they’re a must-have if you want a high-performing, motivated team.
If you’re feeling a little unsure, don’t panic — you’re not alone. Most new leaders worry about what to say (or not say), how to make the conversation valuable, and how to avoid those awkward silences. And inevitably, they dive into these conversations without a roadmap. The result? Missed opportunities and conversations that feel more like status updates than leadership moments.
Consistency is what turns a good 1:1 into a great relationship builder.
A structured template makes every conversation feel purposeful, predictable, and productive — not like a surprise pop quiz or a box-ticking exercise. When your team knows the format, they show up more prepared, open, and ready to engage.
A simple template gives you:
Which means your mental load is reduced (you don’t have to start from scratch each time), you have a history of wins, blockers, and growth conversations, and you look organised, thoughtful, and… let’s be honest… on top of things.
And here’s the secret sauce: RedSeed 1:1 takes this even further by giving you prompts, leadership resources, coaching support, and a content library that works week after week, not just once.
The beauty of a recurring 1:1 is that it evolves. One week might be focused on feedback. Another might centre around big-picture goals. Some weeks will be heavy, others light.
That’s why the RedSeed 1:1 template is built to flex — not just for different people, but for different moments in your working rhythm.
You can use the same core structure and make subtle tweaks to suit:
And with RedSeed’s in-platform, topic-based support resources and guidance, you’re never left wondering, “What should I ask this week?” or “How on earth do I bring this up?”
Use it. Tweak it. Make it feel natural. Over time, you’ll find your own rhythm and use it in all sorts of ways — but until then, the template is your safety net.
Okay, so here’s where I bring in a bit of leadership guidance (theory) to help you ensure your conversation hits the mark — but don’t worry, I’ll keep it jargon-free.
At the heart of a good conversation is psychological safety. That’s a fancy term initially coined by Carl Rogers in 1954, then popularized by Harvard researcher Amy Edmondson, when she focused on how this showed up in interpersonal dynamics within groups and teams. Essentially, it just means this: people feel safe to speak up without fear of embarrassment, rejection, or punishment.
In a 1:1, that means your team member feels comfortable telling you when things aren’t going well, asking for help, sharing ideas, or even giving you feedback. You can’t force psychological safety — but you can build it over time by showing you care, listening actively, and keeping your promises.
Another concept you need to work on is developing a coaching leadership style. This approach focuses on helping your team members think through their own challenges, rather than just solving problems for them. It’s the difference between saying, “Do this,” and asking, “What do you think is the best next step?”
The key coaching skills that will elevate your 1:1s are:
Spoiler alert — it will at first. Most leaders don’t feel confident leading 1:1s right away. That’s not a failure — it’s just the learning curve.
You might talk too much. You might blank on what to ask next. You might over-coach or under-listen. That’s all part of the process.
Just remember that confidence comes from practice, not perfection.
And, if you’re reading this and thinking, “I have no idea how to do this well,” — we’ve got your back.
So, let’s get practical. Here are some ways to make your one-on-one conversations meaningful, even if this is all new to you. We’ve even provided a template to make this easier for you!
Even five minutes of prep can make a huge difference. Review their recent work, jot down key topics, and check in with yourself: What’s the most important thing I want to understand in this conversation?
Find a quiet, private space — even if it’s virtual. Turn off notifications. Make eye contact. Be fully present. The message you’re sending is, “You matter. I’m here for this.”
Your job isn’t to have all the answers — it’s to help your team think through problems. Try phrases like:
Record key takeaways, commitments, or action points. It shows you’re listening — and helps you follow up later. RedSeed 1:1 offers a smart way to track these notes and identify helpful learning resources.
A one-to-one is the perfect time to offer feedback — positive or corrective. Be kind, be specific, and tie it back to the impact. Try the formula: Observation → Impact → Question
Example: “I noticed your report was late this week. That delayed the client handover. What can we do differently next time?”
With RedSeed 1:1, you can share this feedback with your team member because transparency is a great way to build rapport.
People thrive on recognition. Even a simple, “I noticed how you handled that situation — it was awesome,” can go a long way. Don’t wait for performance reviews to say something good!
Wrap up each 1:1 with a quick summary: “Here’s what I heard, and here’s what we’re both doing next.” This avoids confusion and keeps things moving forward.
If you’re looking for more guidance, RedSeed has created resources specifically for new leaders, including practical, bite-sized learning modules, quick reference guides, short videos, articles, and more. So, if you’re unsure how to guide a conversation, give feedback, or build trust, these resources are for you.
Whether it’s through RedSeed 1:1, which offers coaching prompts and recommended learning content, or our full leadership learning library, you’ll find everything you need to become the kind of leader your team wants to follow.
And if you’re feeling totally lost? Start with the “Your Kick-off,” feature, which will walk you through your first 1:1, step by step.
1:1 conversations aren’t just meetings — they’re where leadership lives. They’re your chance to build trust, show care, coach performance, and grow your people.
Using a template gives you structure. Adding curiosity and care makes it powerful. And when in doubt, remember: listen more, talk less, and always leave your team member feeling heard.
Ready to run your first 1:1 with confidence? Check out RedSeed 1:1 now and take the guesswork out of leadership. You’ve got this.
Karen Gowans
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