Before I jump straight into the sample agenda, I would like to answer the question of how to conduct a one-on-one meeting as a boss or supervisor. 

Some aspects of this are relatively obvious, so I'll focus on seven tips that may be less intuitive, but are all the more effective.

Tip 1: Ask for the opposite of what you want to know

💡 Why? If you ask: "What can we improve?", you will get standard answers. But if you ask the opposite, it activates new thought patterns.

🛠 How to implement?

• Instead of "How are you doing with the project?" → "If it was suddenly gone, what would you miss?"
• Instead of "What can I do better as a manager?" → "What should I definitely keep because it works well?"
• Instead of "What's your biggest blocker?" → "What's the smoothest thing going for you right now?"

This reversal often brings deeper, more thoughtful answers.

Tip 2: Wait with the important questions – Let silence work first

💡 Why? Many start the 1:1 with the big issues. But if you come straight in with "How's it going?" or "Do you have any challenges?", the answers are often generic ("Everything fits"). Instead: start relaxed, wait and allow silence. The really relevant points will often come naturally.

🛠 How to implement?

• Don't ask any big questions at first. Start casually ("How was your morning?") and give them space.
• Consciously endure silence. People tend to fill gaps – often with what is really bothering them.

Tip 3: Change the environment – the room influences the conversation

💡 Why? The atmosphere influences what and how people speak. A conversation in the office feels different to a walk or a café meeting.

🛠 How to implement?

• Try out other places: walks help you to speak more casually. A café can seem more informal.
• Virtual meetings? Test different settings, e.g. sometimes audio only, sometimes video – depending on the topic and person.

Tip 4: Avoid "Why?" questions – use "How?" or "What?" instead

"Why?" can sound defensive ("Why did you do it like that?" → feels like criticism). "How?" or "What?" allow for more reflection.

🛠 How to implement?

• Instead of "Why didn't you reach the goal?" → "What prevented you from doing so?"
• Instead of "Why are you doing this?" → "How did you come to this decision?"

The sound makes the difference.

Tip 5: Don't make it a survey – but reveal something yourself

💡 Why? Many 1:1s seem like interviews: "How's it going? What do you need? What are your challenges?" But people are more likely to open up when they realize it's an exchange.

🛠 How to implement?

• Share a small challenge or realization of your own before asking, "Do you know this too?"
• Example: "I've noticed recently that I get lost in details too much. Do you sometimes do that too?"
• This creates trust and opens the door for honest discussions.

Tip 6: Don't just look back, but also look at "future problems"

Why? 1:1s often revolve around past problems ("What went well? What was difficult?"). But even more valuable are conversations about future hurdles before they arise.

🛠 How to implement?

• Question: "Assuming the next quarter goes perfectly – what was the key to this?"
• Or: "What could stop you from being productive in the next few weeks?"

This results in proactive solutions instead of just reacting to past problems.

Tip 7: Stop offering solutions directly – Instead, ask: "What have you already tried?"

💡 Why? It's tempting to give tips directly. However, your staff often already has ideas – they just need reflection.

🛠 How to implement?

• Instead of "You could try X!" → "What have you already tried to solve the problem?"

As a result, employees feel that they are taken seriously and develop their own solutions.