There is the cliché of the developer who prefers to program alone in a dark basement. But the reality is different: Software development is teamwork. And teamwork requires communication, both on a team and individual level.
To put it in your language, ignoring tech debt for too long is costly. But what about communication debt? When software developers don't have the opportunity to discuss their personal challenges for weeks or months, invisible problems arise.
Which brings us to the topic: One-on-one meetings between managers and software developers or engineers.
Every developer is familiar with code reviews: You check whether the code is clean, understandable and efficient. One-on-one meetings are a kind of 'people review': a regular check to see whether the software engineer not only delivers technical requirements, but is also motivated, satisfied and continues to develop.
Whether in a digital or virtual one-on-one meeting, 1-to-1 meetings offer space for feedback and therefore personal development, which is essential in today's working world. And in this article, I'll give you good questions that you can use in your weekly, bi-weekly or monthly one-on-one meetings to have good conversations.
First of all: If you're still unsure about what good one-on-one meetings look like, take a look at our guide: The guide with 6 tips for successful one-on-one meetings.
6 typical challenges in the development of software engineers
One-on-one meetings with software developers differ from others because they are not only about project progress and goals, but also about typical technical and interpersonal challenges.
In discussions with around 100 Software Team Leads, Delivery Leads and Engineering Managers, a number of patterns emerged regarding the typical challenges faced by software developers (see image below).
While developers are often deep in code, 1:1s help to bridge the gap between technology and business –, for example, through greater customer empathy. They also provide space to reflect on individual delivery processes and develop more efficient workflows. Responsibility for team goals (team ownership) is also a major challenge, especially in agile teams.
On a personal level, 1:1s enable employees to develop into intrinsically motivated team members. Soft skills are also often a challenge – many developers find it difficult to communicate their needs constructively.
For one-to-one meetings to really work, good relationship building is crucial: without trust, many topics remain unspoken. Regular, well-managed 1:1 meetings help developers to grow in all these areas – and turn good coders into valuable team players.
Why am I telling you all this?
Of course, so that you know which fields you should systematically cover in your one-on-one conversation. I'll provide you with specific templates and questions later on. But let's start with a very general template first.
A template for a classic one-on-one meeting with Software Developers
The fact that you clicked on this article tells me that you are looking for a template for one-to-one meetings with software developers.
That's why you'll first find a doc template here, which should be a good accompaniment to a classic monthly appraisal interview, for example.
You can save the template as a Doc under the actual template, but alternatively also as a PDF or Word document. Simply click on the "Plus" toggle.
Check-In
- How has your week been so far?
📊 Project updates
- How are your current projects going? Are there any major successes or obstacles?
- Are there any technical challenges that you would like to discuss or think through together?
💻 Code quality & development
- How do you feel about the quality of your work lately?
- Are there any areas in which you would like to improve or learn new skills?
🤝 Team, collaboration & next steps
- How is the team working together? Are there any communication gaps?
- Do the tools and processes we use support your work effectively?
- How do you envision your career in the next one to two years?
- How can I help you to be successful?
Conclusion
- What are you most looking forward to in the coming months?
- Do you have any further questions or concerns?
⁉️ Mood check (survey)
Download template as printable PDF
Preview: PDF template
If you would like to download the above sample or template as a printable PDF, simply click on the image below. You can then edit or print the template as you wish.
Click image to open ⬇️
Download template as Word document
Preview: One-to-One Meeting Microsoft Word Template
If you would like to download the above sample template as a Word document, simply click on the image below. You can then edit or print the template as you wish.
Click image to open ⬇️
Download template as Google Docs
Preview: Google Docs one-to-one meeting template
If you want to edit the above sample template as Google Docs, simply click on the image below. You can then edit the template flexibly by copying it.
🚸 Attention: You must be logged in to Google to be able to copy (and thus edit) the template in the menu at the top left.
Click image to open ⬇️
As you can see, the main aim of such a one-on-one conversation with software developers is to zoom out. This is often very difficult in everyday life, which is why a dedicated block of time is necessary.
By the way, don't be fooled by the agenda: Basically, your goal should be for your intrinsically motivated software engineer to bring as many topics to the table as possible.
Now let's move on to a template that takes a slightly more creative approach to the one-on-one conversation.
“In my 1:1 meetings, it's annoying to take notes while trying to focus on the employee.”
"Yes, 1:1 meetings with my employees should be my most important meeting – but I need more guidance for that."
"I don't know how I can develop my employees in 1:1 meetings over a longer period of time."
"I don't have time to prepare 1:1 meetings and am therefore unhappy with the results."
4 more helpful templates for one-on-one meetings (Doc)
A first step to getting more variety and engagement in your one-on-one conversation with your software developer is the following template.
She simply names 8 typical "wastes" that are often found in software teams.
The basic idea is then simple: Which of these wastes is the biggest time waster? Where is there potential for improvement?
One-on-One Call Template: Echometer Software
- Take a look at the areas listed here. Where do you think both you and your team have the greatest potential for improvement?
Source: Echometer 1:1 Meeting Software
In addition to this template, there are of course other aspects that you can reflect on in your appraisal interview.
Having spoken to around 100 managers over the last few months, I have noticed a pattern.
Many supervisors occasionally incorporate small surveys into their one-on-one meetings. This means that they simply go through a few questions in a relaxed manner and ask their staff a) whether he or she agrees with a statement (for example from 1 to 7) and then b) why he or she answered in this way.
They expect the following from these micro-surveys in 1:1s:
- More variety and engagement in 1-to-1 conversations
- Taking on new perspectives
- Measurability of (soft) KPIs such as satisfaction over time
And of course you can also use this idea for your one-on-one meeting with your software developer. I have put together five statements for you here that focus on reflecting important preconditions for every successful employee.
You can also download this template as a doc, but even better is the following: In our one-on-one meeting software, we have an integrated tool that visualizes the results over time as a metric and gives you tips with an AI assistant – feel free to take a look without logging in using the button below.
⁉️ Mood check (agreement from 1-7): Personal development
- "My work tasks usually progress very quickly, even if external feedback is necessary."
- "If I observe suboptimal behavior, I know how I can constructively draw my colleagues' attention to it."
- "I receive constructive Feedback both to my work and to my personal development."
- "I see an attractive career path ahead of me in the company." #Growth
- "In the last few weeks, I have often been able to use my Strengths at work."
This is what this survey looks like in Echometer:
Download template as printable PDF
Preview: PDF template
If you would like to download the above sample or template as a printable PDF, simply click on the image below. You can then edit or print the template as you wish.
Click image to open ⬇️
Download template as Word document
Preview: One-to-One Meeting Microsoft Word Template
If you would like to download the above sample template as a Word document, simply click on the image below. You can then edit or print the template as you wish.
Click image to open ⬇️
Download template as Google Docs
Preview: Google Docs one-to-one meeting template
If you want to edit the above sample template as Google Docs, simply click on the image below. You can then edit the template flexibly by copying it.
🚸 Attention: You must be logged in to Google to be able to copy (and thus edit) the template in the menu at the top left.
Click image to open ⬇️
Download template as Google Sheets
Preview: Google Sheets one-to-one meeting template
If you would like a template for weekly check-ins as an editable Google Sheet, simply click on the image below. You can then edit the template flexibly and print it out, for example.
🚸 Attention: You must be logged in to Google to be able to copy (and thus edit) the template in the menu at the top left.
Click image to open ⬇️
Download template as Excel or XLXS
Preview: Excel or XLSX template
If you would like to download the above template as a printable or editable XLSX, simply click on the image below. Then you can flexibly edit or print the template.
Click image to open ⬇️
As you can see, the statements address key preconditions of staff that feels happy.
Another prerequisite for healthy, productive employees is, of course, a good manager. Yes, I'm talking about you here.
And of course there are also statements that you can take with you into your one-on-one meeting. Specifically, here are 4 behavioral anchors that you can reflect on in a monthly one-on-one meeting with your employee.
⁉️ Mood check (agreement from 1-7): Leadership quality
- "I'm really happy with my team leader." #JobSatisfaction
- "My team leader regularly zooms out to see the higher-level Team goalsexplain the strategy and the vision."
- "My team leader questions things in a constructive way." #Feedback #Leadership
- "My team leader sets an example of what he expects from us as a team." #Leadership
This is what this survey looks like in Echometer:
Download template as printable PDF
Preview: PDF template
If you would like to download the above sample or template as a printable PDF, simply click on the image below. You can then edit or print the template as you wish.
Click image to open ⬇️
Download template as Word document
Preview: One-to-One Meeting Microsoft Word Template
If you would like to download the above sample template as a Word document, simply click on the image below. You can then edit or print the template as you wish.
Click image to open ⬇️
Download template as Google Docs
Preview: Google Docs one-to-one meeting template
If you want to edit the above sample template as Google Docs, simply click on the image below. You can then edit the template flexibly by copying it.
🚸 Attention: You must be logged in to Google to be able to copy (and thus edit) the template in the menu at the top left.
Click image to open ⬇️
Download template as Google Sheets
Preview: Google Sheets one-to-one meeting template
If you would like a template for weekly check-ins as an editable Google Sheet, simply click on the image below. You can then edit the template flexibly and print it out, for example.
🚸 Attention: You must be logged in to Google to be able to copy (and thus edit) the template in the menu at the top left.
Click image to open ⬇️
Download template as Excel or XLXS
Preview: Excel or XLSX template
If you would like to download the above template as a printable or editable XLSX, simply click on the image below. Then you can flexibly edit or print the template.
Click image to open ⬇️
And finally, here is another template that is especially suitable for software developers. It focuses on some of the six challenges I mentioned at the beginning of this text, especially customer empathy and individual delivery.
🪞Employee interview survey: For software developers
- I scrutinize our work based on my understanding of our # team goals and the needs of our # customers.
- I proactively contribute to the continuous improvement of our team. #TeamPlay
- I know the challenges and problems of our # customers.
- My work tasks usually progress very quickly, even if external # feedback is necessary.
Note: This appraisal interview template asks for agreement to the Health Check items (questionnaire) on a 1-7 scale.
10 clever questions for one-on-one meetings with software developers
So, as a supervisor or team lead, you should now have a good foundation for the one-on-one conversation with your direct report.
And yet I still have more tips for you. Because one thing is your agenda – the other thing is creative questions that you ask in the middle of a verbal battle. Especially in irregular one-on-one conversations, it's worth taking a bird's eye view – and the following list of questions will help you do this.
🎯 1 to 1 questions for software engineers: Focus
- What interrupts your concentration at work?
- When was the last time you experienced a state of flow at work? How easy is it for you to get into flow?
- When and how have you realized that you have exceeded your personal "Work In Progress Limit"? What could we change to help you achieve an appropriate WIP in the future?
- How are the speeches in your team distributed? How do you reflect on your role in it?
- Who are our customers as a company and how does your work specifically contribute to meeting their needs?
- What are the things you want to learn when you think about your colleagues in the company and beyond?
🏦 1 to 1 questions for software engineers: Business mindset
- What is preventing us from meeting our customers' needs?
- What do you think of our business objective: is it easy to understand, comprehensible and motivating?
- How could we strengthen the link between your daily work and our business goals? How can we better enable you to contribute to our business goals?
- Let's look at and reflect on the "days since last" metrics: "Days since last" (useful both in one-on-one meetings, but also in your team retrospective).
And, can you hardly wait to ask these questions in your one-on-one meeting? Very good, I'm glad.
If you would like more creative input, I can recommend our corresponding article: 129 Good One-on-One Meeting Questions (by a Psychologist).
15 more Templates for One-on-One Meetings (as Doc, PDF etc.)
You've probably already guessed it. Of course, there are many more templates for one-on-one meetings that you will need sooner or later.
For example, I talk about templates for your one-on-one meeting about salary, your conversation with a difficult employee or with a completely new employee.
We have additional templates for all of these use cases, which you can find in this article: 15 Free Proven One-on-one Meeting Templates to Edit & Print
Conclusion: A really good 1-to-1 with software developers
The success of one-on-one meetings can be measured in the long term: Is an employee permanently satisfied and productive, is he or she developing further?
Routine sometimes creeps in, especially in many conversations, and the quality of one-on-one meetings decreases. That's exactly why I wrote this text: Hopefully you have been inspired by the various questions for good appraisal interviews with software developers.
But there is one piece of wisdom you must not forget: There are countless questions you can ask – but the most important thing is that you tailor the interview to your employee.
Our AI meeting assistant for one-on-one meetings can also help you with this. If you want to find out more about it, take a look at our website: The best 1-on-1 meeting software.
Most Agile Coaches and Scrum Masters run in circles...
...fixing superficial symptoms. Time to use psychology to foster sustainable mindset change.
