6 Tips for Productive Remote 1-on-1 Meetings

One-on-one meetings can make a major difference in your relationship with your team. When conducted well, they are highly productive and valuable. When they’re not, they can feel awkward, unstructured, and unproductive—sessions that both managers and team members often dread.

Remote work has changed the way these meetings function. While video calls are now commonplace, there are nuances that are lost when you’re not in the same room. Quick sidebar conversations, subtle body language cues, and natural in-person interactions are missing. That said, effective remote 1-on-1s are entirely achievable with the right approach.

How long should virtual meetings be?

The frequency and duration of 1-on-1 meetings depend on the individual, their projects, and your team’s priorities. There is no universal formula, but consistency is key. Whether weekly, biweekly, or monthly, establishing a predictable cadence allows team members to rely on this dedicated time for feedback, coaching, and discussion.

As for length, avoid the mindset that all meetings should last a set 30 minutes. Some discussions may require just 10 minutes, while others may need 45 to fully cover important topics. The goal is to provide enough time to accomplish the objectives without unnecessarily extending the conversation. Flexibility, paired with respect for everyone’s time, is essential.

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What are some tips for successful virtual meetings?

While these tips are applicable to any type of 1-on-1, they are especially critical for a remote setting.

1. Make Sure Everyone Knows What to Expect

Ensure team members understand the purpose and value of these meetings. Communicate:

• They should prepare a brief agenda or bullet points ahead of time.
• They should verify that technology is functioning properly before the meeting.
• This time is dedicated to coaching, mentoring, and addressing any questions or challenges.
• Both parties will leave the meeting with actionable next steps.
• Meetings may be recorded for reference but discuss and agree on what works best.

Clear expectations help everyone show up prepared and focused.

2. Establish a Simple Agenda

Even while relationship-building is a priority, structure ensures meetings remain productive. A suggested framework that balances focus with flexibility:

• Team member input: Questions, concerns, updates
• Manager input: Feedback, guidance, questions
• Discussion: Problem-solving, brainstorming, mentoring
• Next steps: Clear, agreed-upon actions for both parties

3. Prepare

Review each team member’s recent work, progress, and challenges. Identify the feedback you need to provide and the insights you need to gather. Preparation ensures the conversation is purposeful and valuable for both participants.

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4. Start and End on Time

Begin and end meetings on time. If additional discussion is necessary, confirm with the team member before extending. Consistently honoring meeting times demonstrates respect for their time and fosters trust.

5. Listen Actively

Remote meetings make active listening even more critical. Give the team member your full focus, ask clarifying questions, and engage in the conversation thoughtfully. Prompts like “Tell me more about that” or “What would make the biggest difference?” encourage deeper insight and productive dialogue.

6. Follow Through

Commit to the actions you agreed to during the meeting and monitor progress on theirs. Consistently following through on commitments, both large and small, strengthens credibility and reinforces accountability.

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