How to Make Monthly One-on-One Meetings with Developers Efficient
At TurnKey Tech Staffing, we believe that great code comes from happy, engaged developers. That’s why we conduct monthly 1-on-1 calls with every developer we hire for our clients. These aren’t just routine check-ins — they’re a vital part of how we ensure offshore developers stay motivated and deeply connected to the clients’ teams.
Over the years, we’ve learned that regular, well-structured 1-on-1s are one of the most powerful tools for fostering strong communication and reducing turnover. They help us identify and address potential issues early, support professional growth, and maintain healthy, motivated offshore teams — no matter the distance or time zone.
With years of experience hiring and retaining offshore tech talent for our clients, we’ve refined the art of making these calls truly effective and impactful. In this article, we’ll share practical strategies and insights on how to make your monthly 1-on-1s with developers not just a checkbox on your to-do list, but a meaningful driver of team success.
Common Pitfalls in 1-on-1 Calls with Developers
Even with the best intentions, one-on-ones can easily lose their effectiveness if not handled properly. Here are some of the most common mistakes managers make during these meetings — and how to avoid them.
Turning 1-on-1s into Status Updates
A frequent trap is letting these meetings become nothing more than project status reports. While it’s important to stay informed about progress, 1-on-1s should focus on the developer’s personal experience, challenges, and growth — not just the tasks they’re working on.
Lack of Structure and Clear Objectives
Going into a call without a plan or meeting agenda can lead to awkward pauses or unproductive conversations. Without a clear agenda, important topics might be overlooked, and the meeting can feel like a waste of time for both parties.
Ignoring Personal and Professional Development
If you’re only talking about the current project, you’re missing a big opportunity. Developers value conversations about their career goals, skill development, and growth opportunities. Neglecting this aspect can lead to disengagement and, eventually, turnover.
Talking Too Much and Not Listening Enough
A 1-on-1 should be a two-way conversation, not a monologue. Managers who dominate the conversation risk missing out on valuable feedback and insights from their developers. Listening actively is key to understanding what your team really needs.
Failing to Follow Up on Previous Discussions
Bringing up concerns or goals in a 1-on-1 is great — but if there’s no follow-up, it can feel like those conversations don’t matter. Developers notice when issues are raised but not addressed, leading to frustration and disengagement over time.
Avoiding Difficult Conversations
It’s tempting to steer clear of tough topics like performance issues or team conflicts. However, avoiding these conversations only allows problems to fester and grow. Addressing challenges head-on — with empathy and clarity — is crucial for building trust.
Being Inconsistent with Scheduling
Constantly rescheduling or canceling 1-on-1s sends the message that these meetings aren’t a priority. This can make developers feel undervalued. Consistency shows that you respect their time and value their contributions.
Preparing for Productive One-on-One Meetings
A great 1-on-1 doesn’t start when the call begins — it starts before the meeting even happens. Proper preparation prior to the meeting ensures that the conversation is meaningful, structured, and genuinely valuable for both the developer and the manager. Here are simple meeting templates for effective meetings.
Download a template for conducting effective 1-on-1 meetings
Set Clear Objectives for Each Call
Every 1-on-1 should have a purpose beyond just “checking in.” Ask yourself:
- What do I want to learn from this conversation?
- What does the developer need from this meeting?
- Are there ongoing challenges or goals that need follow-up?
Encourage Developers to Bring Their Own Topics
1-on-1s aren’t just for managers to talk — developers should have the space to share their concerns, feedback, and ideas. Before the meeting, ask them:
- “What topics would you like to discuss?”
- “Are there any challenges or blockers you’re facing?”
- “How can I support your professional growth?”
Review Performance and Feedback in Advance
A productive conversation is data-driven. Before the call, managers should review:
- Project updates – How is the developer progressing?
- Past 1-on-1 notes – What was discussed previously? Any action items?
- Feedback from peers or clients – Are there areas of success or improvement to highlight?
Use a Shared Agenda to Stay Focused
Having a simple, shared agenda ensures that the meeting is structured and efficient. A good 1-on-1 agenda might include:
- Personal check-in (How are you feeling? Any wins or concerns?)
- Project challenges & roadblocks
- Career development discussion (Learning opportunities, skill growth, mentorship needs)
- Feedback exchange (What’s working well? What can improve?)
- Next steps & action items
Create a Comfortable Environment
Team members should feel safe and open to share their thoughts without fear of judgment. Managers can encourage openness by:
- Asking open-ended questions (e.g., “What’s been on your mind lately?”)
- Practicing active listening (nodding, summarizing key points, showing empathy)
- Reassuring developers that their feedback is valued
Structuring the One-on-Ones for Maximum Impact
A well-structured 1-on-1 call doesn’t just keep the conversation on track—it transforms a routine check-in into a powerful tool for engagement, growth, and retention. Here’s how to maximize the impact of every 1-on-1.
Start with a Personal Check-in
Begin the call by connecting on a personal level. This isn’t just small talk—it’s an opportunity to build trust and understand how external factors might be affecting the developer’s work. Questions to ask:
- “How have things been for you lately, outside of work?”
- “How are you feeling about your workload?”
- “Is there anything non-work-related that’s impacting your day-to-day?”
Discuss Progress & Challenges
After the personal check-in, shift the focus to the developer’s current projects. This is where you can address achievements, challenges, and any roadblocks that might be slowing them down.
Key points to cover:
- Wins and achievements: “What’s gone well since our last meeting?”
- Challenges and blockers: “Are there any obstacles I can help remove?”
- Support needed: “Do you have everything you need to succeed in your tasks?”
Avoid turning this into a status update. Instead, focus on problem-solving and support.
Focus on Career Development
1-on-1s are the perfect time to discuss a developer’s long-term goals. Regularly revisiting career aspirations shows you’re invested in their growth, which is a key factor in retention. Questions to explore:
- “What skills do you want to develop?”
- “Are there projects you’d like to take on to stretch your abilities?”
- “How can I help you achieve your career goals?”
Address Any Feedback — Both Ways
Feedback is a two-way street. While offering constructive feedback is essential, it’s equally important to invite feedback from the developer. This not only improves your leadership but also makes developers feel their voices are heard. Feedback prompts:
- “Is there anything I can do to better support you?”
- “How do you feel about the team’s communication and collaboration?”
- “What’s something we could improve in our workflow?”
Wrap Up with Actionable Next Steps
End the call with clear, actionable takeaways. Summarize what was discussed, confirm any commitments, and set expectations for the next steps. This ensures accountability and keeps progress moving forward. Wrap-up checklist:
- Summarize key points discussed.
- Agree on specific action items for both parties.
- Confirm follow-up on any unresolved issues.
A well-structured wrap-up leaves developers feeling supported and clear on what’s next, which is crucial for maintaining momentum.
How to Handle Difficult Conversations
Difficult conversations are inevitable in any team, especially when managing remote developers. Whether it’s addressing performance issues, navigating conflicts, or discussing sensitive topics like compensation, the way you handle these discussions can make or break trust. At TurnKey Tech Staffing, we’ve learned that tackling tough conversations with empathy, clarity, and professionalism not only resolves issues faster but also strengthens relationships in the long run. Here’s how to approach them effectively.
Prepare Thoroughly Before the Conversation
Walking into a difficult conversation unprepared can lead to misunderstandings or defensiveness. Preparation helps you stay focused, calm, and solution-oriented. Steps to prepare:
- Gather the facts: Ensure you have specific examples or data to support your points. Avoid vague statements like “You’re not performing well”— instead, cite clear instances, e.g., “The last three code reviews revealed repeated issues with X.”
- Clarify the objective: Know what you want to achieve. Are you looking to solve a conflict? Improve performance? Clear misunderstandings?
- Consider their perspective: Think about how the developer might feel or react. Anticipating this can help you approach the conversation with empathy.
Create a Safe, Private Environment
Difficult conversations should always be held in a private, respectful setting where the developer feels comfortable speaking openly. For remote teams, this means using a secure, one-on-one video call rather than public chats or emails. Tips to create a safe space:
- Start with reassurance: Let them know the purpose of the conversation is to find solutions, not to assign blame.
- Use neutral, non-confrontational language: Instead of “You’re doing this wrong,” try “I’ve noticed some challenges with X, and I’d like to discuss how we can improve it.”
- Keep your tone calm and professional: Your demeanor sets the tone. Staying composed helps the developer feel more at ease.
Be Direct but Compassionate
The key to handling tough topics is striking the right balance between honesty and empathy. Sugarcoating the issue can lead to confusion while being too blunt can damage morale. How to find the balance:
- State the issue clearly: Get to the point without being harsh. For example, “I wanted to discuss the recent missed deadlines and how we can address this moving forward.”
- Acknowledge their feelings: Validate their emotions, even if you don’t fully agree. “I understand that the project timeline has been challenging, and I appreciate your efforts.”
- Focus on solutions: Shift from the problem to actionable steps. “Let’s work together to create a plan that helps you manage your workload better.”
Listen Actively and Invite Their Perspective
A difficult conversation isn’t a monologue — it’s a dialogue. Giving developers space to share their side shows that you’re open to understanding their challenges, not just delivering criticism. Active listening techniques:
- Ask open-ended questions: “How do you feel about this feedback?” or “What challenges have you faced that might have contributed to this?”
- Paraphrase their responses: This shows you’re listening and helps clarify misunderstandings. “So, you’re saying that the tight deadlines made it hard to ensure code quality — did I get that right?”
- Pause and give them time to respond: Don’t rush to fill the silence. Sometimes, giving them a moment helps them process and respond thoughtfully.
Agree on Clear Action Steps
Once the issue is discussed, it’s crucial to define what happens next. Clear, actionable steps prevent confusion and ensure both parties are aligned on how to move forward. Action steps to include:
- Set specific goals: “Let’s aim to reduce code review errors by X% over the next two weeks.”
- Establish timelines: “We’ll check in again during our next 1-on-1 to review progress.”
- Offer support: “Is there anything I can do to help you achieve this?” or “Would additional resources or training be helpful?”
Follow Up and Provide Continuous Support
The conversation doesn’t end when the call does. Following up demonstrates that you’re committed to their growth and success, not just pointing out problems. How to follow up:
- Check in during future 1-on-1s: Revisit the issue to track progress and offer feedback.
- Recognize improvements: Acknowledge when positive changes happen. “I noticed your last project met all deadlines — great job!”
- Be available for ongoing support: Make it clear that you’re there to help, not just to critique.
Summing Up
Mastering one-on-one meetings isn’t just about ticking a box — it’s about creating space for productive conversations that drive growth, build trust, and strengthen your team. With the right agenda, clear goals, and open communication, these meetings become a powerful tool to keep your team members engaged, motivated, and performing at their best.
FAQ
Difficult conversations should happen as soon as issues arise, rather than waiting for formal reviews or letting problems escalate. Addressing challenges promptly shows that you’re proactive and supportive, which helps prevent small issues from becoming bigger problems. Regular check-ins, like monthly 1-on-1s, create a natural space to tackle these topics in a constructive, ongoing way.
Defensiveness is a natural reaction, especially if feedback feels unexpected. Stay calm and empathetic, focusing on facts rather than personal judgments. Use phrases like, “I’m sharing this because I want to support your growth,” and invite their perspective with open-ended questions. Creating a safe, non-confrontational environment helps shift the conversation from conflict to collaboration.
The key is to balance honesty with empathy. Acknowledge what the developer is doing well before diving into areas for improvement — this shows you recognize their efforts. Focus on solutions rather than just pointing out problems, and always frame feedback as a tool for personal and professional growth. Ending the conversation with actionable next steps and support can leave the developer feeling motivated rather than discouraged.
TurnKey Staffing provides information for general guidance only and does not offer legal, tax, or accounting advice. We encourage you to consult with professional advisors before making any decision or taking any action that may affect your business or legal rights.
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