How to Use a Notion 1-1 Template for Effective One-on-one Meetings, Performance Reviews, or Coaching Sessions

One of the most valuable tools in a manager's arsenal is a well-structured one-on-one meeting. These meetings provide an opportunity for open communication, feedback, and coaching, leading to improved performance and higher employee satisfaction. Notion—a versatile productivity tool—offers a powerful 1-1 template that can streamline and enhance these sessions with modern features and integrations.

Why Use a Notion 1-1 Template?

Using a dedicated template for one-on-one meetings, performance reviews, or coaching sessions in Notion offers numerous benefits for both managers and employees:

1. Organized Documentation: Keep all relevant information—including talking points, action items, goals, and feedback—organized in one place. This eliminates the need for scattered notes or multiple tools.
2. Efficiency and Preparedness: Pre-fill the meeting agenda and set a clear structure ahead of time. This ensures that all necessary topics are covered and helps both parties come prepared.
3. Consistency: A standardized template establishes a consistent framework for discussions, evaluations, and follow-up actions. This consistency makes it easier to track progress and maintain fairness over time.
4. Long-Term Tracking: Maintain a historical record of past meetings, complete with notes and action items. This provides a clear timeline of an employee’s growth and fosters accountability.

Setting Up the Notion 1-1 Template

1. Create a New Page: Start by creating a new page in your Notion workspace specifically dedicated to one-on-one meetings. Title it clearly, for example, "One-on-one Meetings with Team Members."
2. Add Sections and Headers: Add sections for each team member you meet with or separate the sessions by type using clear headers. This organization helps you quickly locate and review previous discussions.
3. Customize the Template: Tailor the template to your needs. Include agenda sections, discussion topics, goals, feedback areas, and action item trackers. Leverage advanced Notion features such as embedded databases, timeline views, and real-time collaboration. You can also integrate Notion AI for generating meeting summaries or insights, plus connect external tools through Notion’s API or embed content like Google Docs to support your workflow.

Conducting One-on-one Meetings, Performance Reviews, or Coaching Sessions

Now that your Notion 1-1 template is set up, follow these steps to run effective sessions:

1. Prepare Ahead of Time: Review previous notes and action items to stay updated on each team member’s progress. Use the template to add talking points and agenda items specific to the session. Shortcuts like Ctrl + A can help you quickly select and update content.
2. Share the Template: Provide team members with access to the template before the meeting. This allows them to review the agenda and prepare any questions or discussion points.
3. Open the Template During the Meeting: Keep the Notion page open during the session to take live notes, discuss agenda items, and record new commitments. This habit encourages transparency and collaboration.
4. Document Key Discussion Points: Capture the main discussion points, decisions, and feedback in real-time. Use bullet points or numbered lists to keep information concise and easily digestible for future review.
5. Assign Action Items: Clearly outline action items, deadlines, and responsibilities right within the template. Notion’s task assignment features let you set due dates and track progress using checkboxes or kanban boards.
6. Provide Constructive Feedback: Use dedicated sections in your template for feedback. Be specific, constructive, and highlight both strengths and areas for improvement to foster continuous growth.
7. Follow Up and Review: After the session, update the template with any additional notes, and share a summary of the meeting—including action items—with your team member. This follow-up helps ensure alignment and opens opportunities for further clarification.

By consistently using the Notion 1-1 template, you create a structured, collaborative, and efficient environment for meetings, performance reviews, and coaching sessions. This ultimately improves communication, increases employee engagement, and drives better overall outcomes.