one-on-one-meeting-template

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One-on-One Meeting Template

Mentee: [Name]

Mentor: [Name]

Date: [YYYY-MM-DD]

Meeting Duration: [Start time] - [End time]

Meeting Type: [ ] Regular 1:1 [ ] Special Topic [ ] Career Planning [ ] Problem-Solving

Pre-Meeting Preparation

Mentee Preparation

  • [ ] Reviewed previous meeting notes and action items
  • [ ] Completed weekly check-in (if applicable)
  • [ ] Prepared specific questions and topics
  • [ ] Gathered materials for review (if any)

Mentor Preparation

  • [ ] Reviewed mentee's recent progress and check-ins
  • [ ] Reviewed previous meeting notes and action items
  • [ ] Prepared feedback and guidance topics
  • [ ] Blocked time for focused discussion

Agenda

1. Check-in and Relationship (5-10 minutes)

Personal/Well-being Check:

  • How are you doing overall?
  • Any personal challenges affecting work?
  • Work-life balance and stress levels?
  • Support needs outside of research?

Relationship Health:

  • How is our mentoring relationship working?
  • Any feedback on communication or support?
  • Adjustments needed to our meeting style/frequency?

2. Progress Review (15-20 minutes)

Research Progress:

  • Key accomplishments since last meeting
  • Progress toward current milestones
  • Quality of work and learning
  • Challenges encountered and solutions tried

Professional Development:

  • Skills developed or practiced
  • Learning opportunities pursued
  • Networking or community engagement
  • Progress on Individual Development Plan goals

Collaboration and Teamwork:

  • Contributions to lab projects
  • Peer relationships and support
  • Mentoring of others (if applicable)
  • External collaborations

3. Challenges and Problem-Solving (10-15 minutes)

Current Challenges:

  • [Challenge 1]: [Description and impact]

    • What have you tried?
    • What support do you need?
    • Potential solutions to explore?

  • [Challenge 2]: [Description and impact]

    • What have you tried?
    • What support do you need?
    • Potential solutions to explore?

Skill or Knowledge Gaps:

  • Areas where you feel stuck or uncertain
  • Learning needs for current projects
  • Resources or training that would help

4. Goal Setting and Planning (10-15 minutes)

Short-term Goals (Next 2-4 weeks):

  1. [Specific goal with timeline]
  2. [Specific goal with timeline]
  3. [Specific goal with timeline]

Medium-term Planning (Next 2-3 months):

  • Major milestones or deadlines approaching
  • Projects or opportunities to pursue
  • Skills to develop or experiences to gain

Resource and Support Planning:

  • What support do you need from me?
  • What resources or connections would help?
  • How can the lab community support your goals?

5. Career Development (10-15 minutes)

Career Exploration:

  • Any changes in career interests or goals?
  • New opportunities or paths to consider?
  • Industry trends or developments affecting your field?

Professional Development Activities:

  • Conferences, workshops, or training to consider
  • Networking opportunities or connections to make
  • Publications, presentations, or portfolio development

Long-term Planning:

  • Progress toward degree or career milestones
  • Timeline adjustments or strategic decisions
  • Preparation for next career stage

6. Feedback Exchange (5-10 minutes)

Feedback for Mentee:

  • Strengths and areas of growth observed
  • Specific suggestions for improvement
  • Recognition of achievements and progress
  • Encouragement and support

Feedback for Mentor:

  • How can I better support you?
  • What's working well in our mentoring relationship?
  • Any changes you'd like to see in my approach?
  • Additional resources or connections you need?

Discussion Notes

Key Points Discussed

[Main topics covered and important points made]

Insights and Breakthroughs

[Important realizations, connections, or "aha" moments]

Decisions Made

[Any decisions reached during the meeting]

Resources Shared

[Papers, tools, contacts, or other resources mentioned]

Action Items

For Mentee

| Action Item | Deadline | Success Criteria | |-------------|----------|------------------| | [Specific action] | [Date] | [How success will be measured] | | [Specific action] | [Date] | [How success will be measured] | | [Specific action] | [Date] | [How success will be measured] |

For Mentor

| Action Item | Deadline | Success Criteria | |-------------|----------|------------------| | [Specific action] | [Date] | [How success will be measured] | | [Specific action] | [Date] | [How success will be measured] |

Joint Actions

| Action Item | Owners | Deadline | Success Criteria | |-------------|--------|----------|------------------| | [Collaborative action] | [Names] | [Date] | [How success will be measured] |

Follow-up from Previous Meeting

Previous Action Items Review

| Action Item | Owner | Status | Notes | |-------------|-------|--------|-------| | [Previous action] | [Name] | [ ] Complete [ ] In Progress [ ] Not Started | [Update] | | [Previous action] | [Name] | [ ] Complete [ ] In Progress [ ] Not Started | [Update] |

Ongoing Issues Resolution

[Updates on previously discussed challenges or concerns]

Next Meeting Planning

Next Meeting

Date: [YYYY-MM-DD] Time: [Time] Location/Platform: [Where/how] Duration: [Expected length]

Special Agenda Items for Next Time

  • [ ] [Specific topic to cover]
  • [ ] [Document or work to review]
  • [ ] [Decision to make]
  • [ ] [Guest or additional participant]

Preparation for Next Meeting

Mentee Should:

  • [ ] [Specific preparation task]
  • [ ] [Specific preparation task]

Mentor Should:

  • [ ] [Specific preparation task]
  • [ ] [Specific preparation task]

Reflection and Assessment

Meeting Effectiveness

What Worked Well: [Aspects of the meeting that were particularly effective]

What Could Be Improved: [Ways to make future meetings more effective]

Relationship Development

Strengths of Our Mentoring Relationship: [What's working well in the mentoring dynamic]

Areas for Growth: [How the mentoring relationship could develop further]

Progress Assessment

Mentee's Growth Since Last Meeting: [Observable progress and development]

Areas Needing Additional Support: [Where more guidance or resources are needed]

Archive Information

Meeting Number: [Sequential number for tracking] Academic Year: [Year] Semester/Quarter: [Current term] File Location: [Where this document is stored]

Post-Meeting Actions:

  • [ ] Share meeting notes with mentee (edited version if needed)
  • [ ] Add action items to personal task management system
  • [ ] Schedule next meeting
  • [ ] Follow up on any immediate action items
  • [ ] Update mentee's development tracking (if maintained)