If you run regular one-on-ones with your team, you already know how easy it is for these meetings to drift: you chat about weekend plans, then—whoops—your 30 minutes is gone. Or you robotically plow through a template, and both of you leave feeling like you just checked a box. This guide is for managers and leads who want their one-on-ones to actually matter, not just fill up a calendar. We'll walk through how to use Letsdive to cut the fluff, build trust, and make sure stuff actually gets done.
Why One-on-Ones Go Sideways
Before we get into the "how," let's be real about why most one-on-ones flop:
- No agenda. The meeting is a free-for-all, so nothing important gets covered.
- Too formal. Feels like a performance review, not a conversation.
- All talking, no listening. The manager hogs the airtime.
- No follow-up. Promises are made, then forgotten.
- Too much tech. Tools get in the way, not out of it.
Letsdive can help, but only if you use it with purpose. Don't treat it like a magic fix—it's just a decent tool for building structure and consistency.
Step 1: Set the Ground Rules for Your One-on-Ones
Before you touch any software, agree on what these meetings are for. Otherwise, you're just going through the motions.
- Purpose: Is it for feedback, coaching, venting, career talk, or project check-ins? Probably a mix—be clear about it.
- Frequency: Weekly is common, but biweekly works if things are steady.
- Ownership: The direct report should own part of the agenda, not just the manager.
Pro Tip: Say out loud, “This is your time, too. If you want to steer the conversation, tell me.”
Step 2: Build a Shared Agenda in Letsdive—But Don’t Overthink It
Letsdive makes agenda-building pretty easy. Use it, but keep it simple. Here’s what works:
- Create a recurring meeting in Letsdive. Don’t start from scratch every time.
- Add a standing agenda section. Stuff like:
- Wins since last meeting
- Roadblocks or frustrations
- Feedback (both ways)
- Career or personal development
- Leave a “bring your own topics” slot. Anyone can add things as they come up.
What to Skip
- Don’t cram in 15 “template” questions every week. It gets robotic fast.
- Don’t make it all business. If you never talk about how they’re feeling, you’ll miss warning signs.
Pro Tip: Encourage your report to add topics ahead of time. If they never do, ask why—they might not feel safe bringing things up.
Step 3: Use Letsdive’s Note-Taking—But Don’t Turn It Into a Transcript
Letsdive lets both people take notes in real time. This can be handy, but don’t feel like you need to capture everything word-for-word.
- Jot down action items, not full conversations.
- Mark topics as “done” or “carry forward.”
- If something is sensitive, ask before writing it down. Some things are better left off the record.
The Reality Check
- Written notes are great for follow-up, but too much typing kills the vibe.
- If your reports clam up when you start typing, pause. Sometimes it’s better to just listen.
Step 4: Actually Follow Up (Otherwise, Why Bother?)
This is where most one-on-ones die: you talk about something, agree to do it, then...nothing happens. Letsdive can help, but only if you use the features:
- Turn notes into action items inside the app. Assign owners and deadlines.
- Review last meeting’s action items at the start of each session. Did it get done, or not?
- If something keeps slipping, talk about why. Don’t let things rot on the to-do list.
What to Avoid: - Don’t just “check the box” on old items. If it didn’t happen, dig in—maybe the task wasn’t realistic, or the person needs help.
Step 5: Use Letsdive’s Integrations—But Only the Ones That Matter
Letsdive integrates with Slack, Google Calendar, and a bunch of other tools. This can save time, but don’t get sucked into connecting every app under the sun.
- Calendar sync: Auto-schedule and reschedule meetings. Obvious, but handy.
- Slack reminders: Good for nudging people to add agenda items before the meeting.
- Don’t bother with: Overly complicated integrations if your team doesn’t use them. Simpler is often better.
Pro Tip: If an integration causes more headaches than it solves, ditch it. You don’t get extra points for “tool synergy.”
Step 6: Make Space for Real Talk—Not Just Status Updates
The best one-on-ones aren’t just about tasks—they’re about trust. Letsdive can’t build trust for you, but it can make space for it if you use it right.
- Always have a section for “How are you doing, really?” Even if it’s awkward at first.
- Use private notes if there’s feedback you want to deliver thoughtfully.
- Don’t hide behind the tool. If something’s tough, say it out loud.
Watch Out For: - Too much structure. If you never go off-script, you’re just filling out a form. - Avoiding tough topics because “they’re not on the agenda.” Add them, or at least acknowledge them.
Step 7: Keep Improving—Don’t Set and Forget
Your first version of a one-on-one agenda probably won’t be perfect, and that’s fine. Use Letsdive’s feedback tools to check in on how the meetings feel.
- Every few months, ask: “Is this working for you?”
- Tweak the agenda or meeting length as needed.
- If you or your report start dreading the meeting, change something.
What Doesn’t Work: - Blindly copying someone else’s template. - Treating Letsdive as a replacement for actual conversation.
What to Ignore
- Fancy features you don’t need. You probably don’t need advanced analytics or AI agenda suggestions. Focus on clarity, not flash.
- Over-documentation. You’re not writing a legal record. Keep notes light, unless HR tells you otherwise.
- Forcing every team to use the same format. What works for engineers might not work for designers or sales.
Wrapping Up: Keep It Simple, Keep It Honest
One-on-ones aren’t about the tool—they’re about the relationship. Letsdive can help you build a habit and keep things organized, but you still have to show up, listen, and follow through. Don’t complicate it. Start small, tweak as you go, and keep asking for honest feedback. If you focus on what matters—trust and action—you’ll get a lot more out of your time together.