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One-on-One Meeting and Coaching Template

A shared one-on-one meeting record with a GROW coaching guide, feedback structure, question bank, quarterly reflection and a manager checklist.

Free

Free Word template. A shared one-on-one meeting record with a GROW coaching guide, feedback structure, question bank, quarterly reflection and a manager checklist. Download it, add your project details and use it today: no sign-up for software, no paywall.

Run one-on-ones that build trust, solve real problems and grow your people. This template gives you a team member profile, a repeatable meeting record with check-in, topics, feedback, growth and actions, and a living log you share with each direct report. The coaching guide walks through the GROW model with ready-to-use questions, and the feedback section shows how to give specific, fair recognition and redirection. A question bank covers priorities, obstacles, wellbeing, career and feedback for the manager, plus a quarterly reflection. Designed for new and experienced managers, team leads and consultants leading delivery teams.

What's inside

  • One-on-One Meeting and Coaching Template
  • Team Member Profile
  • The Core Principle
  • Meeting Record
  • Coaching Conversation Guide
  • Feedback Guide
  • Question Bank
  • Quarterly Reflection
  • Manager Checklist
  • Common Pitfalls
  • Guidance notes and placeholders so you can fill it in quickly

How to use it

  1. Create one copy per direct report and store it where both of you can edit it.
  2. In the first meeting, complete the team member profile together, including feedback preferences and career aspirations.
  3. Before each meeting, both people add topics. The team member's topics come first.
  4. Copy the Meeting Record section for each meeting and keep the newest at the top.
  5. Use the GROW coaching guide when the team member brings a problem, and the feedback guide for recognition and redirection.
  6. Agree actions with owners and dates, and review them at the start of the next meeting.
  7. Every quarter, use one session for the quarterly reflection and update development goals.

Who it's for

New and experienced managers, team leads and consultants stepping into leadership.

Let's connect

I'm Pranshu Shubham, a Microsoft Dynamics 365 F&O Solution Architect and PMP-certified program lead with 8+ years of ERP and AI transformation across the USA, Europe and APAC. I created this resource from real project experience, and I'd love to hear how you use it.