Imagine your car displays the "Check Engine" warning signal. Would you ignore it and just keep driving? Probably not. But that's exactly what many managers do when they forgo regular catch-up calls with their employees. Without these conversations, undiscovered potential remains hidden, small problems grow into major crises – and at some point the "car" stops.
Many managers act more like fire alarms: They only react when there is a fire. But successful leadership is more like a thermostat – it proactively ensures the right temperature in the team.
Do you remember the last colleague you "really wanted to have a coffee with"? And? Did it happen? Probably not. Spontaneous conversations are nice – but sustainable leadership requires commitment.
How often do Catch Up Meetings take place? The cadence
Which brings us to the topic: Regular catch-up meetings between managers and employees. They usually take place on a weekly, fortnightly, monthly or even 6-weekly basis.
My recommendation is to make this dependent on the size of your team. The cadence also depends on the seniority of your team members: senior employees naturally tend to need less mentoring than junior or even new employees. Example: If you have about 10 team members, then bi-weekly catch-up meetings of about 30 minutes sound appropriate.
Whether in a face-to-face, remote, digital or virtual catch-up call, 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'm going to give you some good questions that you can use in your weekly, bi-weekly, monthly or 6-weekly catch-up calls to have good conversations.
First of all: If you are still unsure about what good catch-up or one-to-one meetings between supervisors and employees look like, take a look at our general guide: The guide with 6 tips for successful one-on-one meetings.
This should also help you to avoid a situation like the one shown in the picture.
A short, practical guide with tips
Next, I would like to give you some important tips on how to hold a regular catch-up meeting effectively.
I've tried to give you some things for your weekly catch-up that may not be entirely intuitive at first glance, but are all the more effective for it. With these tips, you can shine in your role as boss.
1. Catch-ups don't always have to take place at a desk
Walks, visits to cafés or remote calls with a deliberately relaxed atmosphere change the conversation.
- 🔹 Advantage: New surroundings = new ideas. Some topics are easier to discuss in motion than in a sterile office.
2. The "future check-in" – 5% review, 95% outlook
Avoid turning the catch-up meeting into a retrospective report every time. Instead, you can try the following logic every few meetings:
- ✅ "What challenge do you see coming?" (forward-looking, productive)
- 🔹 Advantage: Your direct report is encouraged to think proactively instead of reactively.
3. No "status update" – but "What can I do for you?"
Never conduct a catch-up in such a way that your direct report has the feeling that he has to "report".
- 🔹 Instead: "What can I do to make your work easier?"
- 🔹 Advantage: It becomes clear that the appointment is not a control instrument, but a support tool.
4. The "reverse agenda" method – The direct report determines the topics
Instead of controlling the meeting as a manager, hand over control to your Direct Report:
- 💡 "What do YOU want to talk about today?"
- 🔹 Advantage: Your employee will get more actively involved instead of just answering questions.
- 🔹 Extra tip: If the person is unsure, offer a "theme menu" with 2–3 options.
5. The "no-work" catch-ups: talking without talking about work
Make every fourth or fifth catch-up session a non-work related conversation.
🚀 Possible questions:
- ✅ "What have you been excited about recently – professionally or personally?"
- ✅ "What would you do if you had six months off?"
- 🔹 Advantage: Builds genuine trust and promotes long-term relationships.
You can find more ideas for this below.
6. The "one thing" method for targeted feedback
At the end of the meeting ask:
- 📝 "What is one thing I could do better as a manager?"
- 🔹 Advantage: You get direct, actionable feedback.
7. Avoid the "catch-up meeting quagmire"
Don't fall into the routine of always just talking without bringing about change.
- Solution: Define a specific action together at the end of each catch-up.
- 🔹 Example: "My takeaway is that we need to communicate the project goals more clearly – I will address this in the next team meeting."
8. Make it asynchronous – Catch-ups don't always have to be live
Not every catch-up has to be a meeting. Sometimes a short written exchange via chat or voice message is enough.
- 🔹 Advantage: Saves time and ensures that meetings are really used for in-depth discussions.
9. The "future me" question for long-term development
Ask this question once a quarter:
- ⏳ "If your future self looks back on today in a year's time – what would you be proud of having achieved?"
- 🔹 Advantage: Helps the direct report to formulate long-term goals more clearly.
In case you get impatient: Here you will find a sample agenda for one-to-one meetings, which I explain in a short video with 5 bonus tips that should help you immediately:
So, these tips should be good guidelines for your weekly or regular catch-up meetings as a boss.
I will now give you an agenda template and questions that are of a general nature. This will be followed by more creative and therefore very effective agenda suggestions for your bi-weekly Catch-Up –.
Three agenda templates for catch-up meetings
The fact that you clicked on this article tells me that you are interested in an agenda template for regular catch-up meetings.
That's why you'll first find a doc template here that should be a good accompaniment to a classic weekly appraisal interview.
Agenda template: Weekly Catch Up Meeting
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.
👋 Welcome & Icebreaker
- How are you today, how has your week been so far?
📕 Topics Employee [name]
- ...
👈 Manager topics: Review
- What went well last week?
- What were the challenges?
👈 Manager topics: Priorities & Goals
- What are your main priorities for the coming week?
- Where do you need my support?
🤚 Conclusion
- Is there anything else you would like to discuss?
⁉️ 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: Check-In 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.
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Download template as Google Docs
Preview: Google Docs Check-In 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.
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Download template as Google Sheets
Preview: Google Sheets Check-In 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.
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Download template as Excel or XLXS
Preview: Excel or XLXS template
If you would like to download the above template as a printable or editable XLXS, simply click on the image below. Then you can flexibly edit or print the template.
Click image to open ⬇️
In case you haven't seen it: You can also open, edit, download and print this agenda template in other formats (such as PDF or Word) in the toggles above. The downloadable templates are in English, by the way, as you may have already seen. You can copy the text above or use the Deepl tool as a translator if you want the Catch Up agenda template in another language (e.g. Spanish, Dutch, Portuguese, French, Finnish, Italian or Swedish).
Before we get to the template for bi-weekly one-to-one meetings: In the following video, I explain the template (in this case in Word format) including some alternative questions that are not mentioned in this text:
Agenda template: Bi-weekly Catch Up Meeting
The following form is suitable as a free agenda template for your bi-weekly employee catch-up meeting. As already mentioned, it can also be printed out. It should be noted that you can and should of course enrich the template with your own ideas, activities and formats, depending on whether you are holding the meeting remotely, virtually or on site. The one-to-one examples and the free agenda will hopefully provide you as a manager with a good template for discussions with your employees.
👋 Welcome & Icebreaker
- How are you today, how has your week been so far?
📕 Topics Employee [name]
- ...
👈 Manager topics: Review
- What went well in the last 2 weeks?
- What were the challenges?
👈 Manager topics: Priorities & Goals
- What are your main priorities for the coming weeks?
- Where do you need my support?
🤚 Conclusion
- Is there anything else you would like to discuss?
⁉️ 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 ⬇️
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 ⬇️
In case you haven't seen it: You can also open, edit, download and print this agenda template in other formats (such as PDF or Word) in the toggles above. Incidentally, the downloadable templates are in English, as you may have already seen. You can copy the text above or use the Deepl tool as a translator if you want the Catch Up Agenda template in another language (e.g. Spanish, Dutch, Portuguese, French, Finnish, Italian or Swedish).
Agenda template: Monthly Catch Up Meeting
The following form is suitable as a free template for your monthly employee status catch-up meeting.
Warm-Up
- How was the last month for you?
🗣️ Topics of the direct employee (name)
- ...
🏆 Manager topics: Successes & Progress
- What were your biggest successes in the last month?
- What have you learned in the last month and what skills have you developed?
⚠️ Manager topics: Challenges & Support
- What obstacles did you have to contend with?
- Are there any resources or support you need?
📈 Manager topics: Development & goals
- Are there any new skills you would like to develop?
- How can I help you take a small step towards your career goals?
Conclusion
- Feedback: What can I do better to lead you and/or the team?
⁉️ 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: Check-In 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 Check-In 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 regular one-on-one catch-up meetings with employees 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 sample agenda template: Basically, your goal should be for your intrinsically motivated Direct Report to cover as many topics as possible itself.
Now let's move on to some questions that will also help you with your weekly, bi-weekly, monthly and 6-weekly Catch Up meetings.
15 clever questions for regular catch-up meetings
The following questions are flexible compared to the agenda template above, so I recommend that you take a few interesting questions with you for your one-on-one meeting.
I have divided them into general and more creative questions.
✅ General Catch Up Meeting questions
- How are you (really) doing right now?
- On a scale of one (very bad) to ten (very good), how are you feeling right now?
- How focused are you at the moment on a scale of 1 to 10? And why?
- What's going through your head right now?
- What is slowing you down in your work at the moment?
- What's going well for you right now?
- What's not going so well at the moment?
🧑🎨 Creative Catch Up Meeting Questions
- If you had to characterize your mood as a weather report with regard to the project, your job in general and your tasks, what would it look like?
- How often do you feel overwhelmed or stressed at work? In which situations?
- What does a good break look like for you (fresh air, screens...)?
- What are you doing right now that isn't actually getting you anywhere?
- You get a magic wand and have one wish related to work: What would you wish for (excluding a higher salary)?
- What do you currently need to improve?
- What was your biggest challenge yesterday (or last week etc.)?
18 questions for catch-up meetings with a bird's eye view
As I said, the questions above are of a more general nature, which is why I would like to give you a few more examples here. These mainly focus on catch-up conversations in which you want to zoom out further.
🧘♀️ Catch Up Meeting Questions with a focus on positives
- If you could add one responsibility or decision-making power to your role, what would it be?
- Which skill would have the greatest impact on your personal performance if you mastered it?
- What new things have you learned recently (privately or professionally)?
- When was the last time you helped another team member to develop?
- What are the 3 best things you want for yourself professionally in the next 1-2 years?
- When was the last time you experienced a state of flow at work? How easy is it for you to get into flow?
- What would you call the informal role you play in the team and why? (e.g. "Head of Happiness")
- What is currently inspiring you? What currently gives you energy?
🦋 Catch Up Meeting Questions about improvements
- If you were the CEO of this organization, what would you do differently?
- What are things that drain your energy?
- What are you currently missing in your job?
- If you could change one thing about your job, what would it be?
- When did you find it difficult to change the context between tasks?
- When was the last time you contributed to a process improvement in our team?
- If you could delegate one of your responsibilities to someone else, what would it be?
- What things slow you down or regularly block your work?
- What question would you ask yourself if you were your coach?
9 Health surveys as an interactive catch-up meeting format
In addition to the agenda templates and questions, there are of course other topics that you can reflect on in your appraisal interview as a supervisor.
Having spoken to around 100 managers over the last few months, I have noticed a pattern.
Many supervisors occasionally incorporate small surveys into their catch-up meetings. This means that they simply go through a few questions in a relaxed manner and ask the employee 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.
"I like this employee, but he's underperforming. How can I address this in 1:1s?"
"I often don't know whether I was too hard – or too soft – in my 1:1s to make a positive impact."
"I can’t identify patterns or trends across my 1:1s. Everything feels isolated."
They expect the following from these micro-surveys in catch-ups:
- More variety and engagement in the catch-up conversation
- Taking on new perspectives
- Measurability of (soft) KPIs such as satisfaction over time
And of course you can also use this idea for your catch-up meeting with your direct report. I have put together five statements for you here that focus on reflecting important preconditions for every successful employee.
You can also download this agenda template as a doc, but even better is the following: In our Catch Up 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 use in your catch-up meeting. Specifically, here are 4 behavioral anchors.
⁉️ 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 ⬇️
So, as a supervisor or team lead, you should now have a good foundation for the catch-up conversation with your direct report.
And, can you hardly wait to ask these questions? Very good, that makes me happy.
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 catch-up meetings (as Doc, PDF etc.)
You've probably already guessed it. Of course, there are many more agenda templates for regular catch-up 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 catch-up meeting
Regardless of whether your catch-up meetings take place weekly or less frequently, you must not forget one thing: There are countless questions you can ask – but the most important thing is that you tailor the conversation to your employee.
Our AI Meeting Assistant for one-to-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.
Brief summary: FAQ
What is the definition of a catch-up meeting?
A catch-up meeting is a regular, informal discussion between a manager and an employee. It is used to discuss current topics, challenges and developments – without a strict agenda or formal pressure.
How often should catch-up meetings take place? (cadence)
The cadence depends on the role and the team:
- Weekly – for fast-moving or project-intensive teams
- Biweekly – for a good balance of structure and flexibility
- ✅ Monthly – for long-term planning and strategic exchange
Example: A team leader in an agile software team could schedule weekly catch-ups, while a manager in the strategic area uses monthly meetings.
What is the difference between a catch-up meeting and a status update?
A status update revolves around progress reports and key figures, while a catch-up meeting is more personal and covers topics such as motivation, challenges and feedback. It's about understanding the employee as a whole, not just their to-dos.
What questions should a manager ask in a catch-up meeting?
There are many examples above, here is the short form:
- "What's going really well right now?"
- "What hurdles are in your way?"
- "Is there something that's frustrating you right now?"
- "What can I do to support you better?"
Are catch-up meetings really useful?
Yes, regular catch-ups promote trust, transparency and productivity. Studies show that employees who feel heard are more committed and satisfied.
What should I say as an employee in a catch-up meeting?
Take the opportunity to talk about successes, challenges and development opportunities. Be honest, but solution-oriented.
Example:
- ❌ "I am overwhelmed." (Problem without context)
- ✅ "I realize that I have a lot of parallel tasks. Can we sharpen up the priorities?" (Constructive)
How can you make catch-up meetings more interesting?
- Start with an unexpected question (e.g. "What has surprised you recently?")
- Vary the setting (walk, coffee, remote check-in)
- Keep meetings short (15–30 minutes to maintain focus)
What to do when catch-up meetings become time-wasters?
- Set clear time limits (e.g. max. 25 minutes)
- Define one goal per meeting (instead of discussing everything)
- Take turns: Some updates can also be made asynchronously via chat or email
Regular catch-up meetings are not an end in themselves – they are a tool for better collaboration and leadership. Use them smartly!
