Guides › Meetings & Calendar
Run better one-to-ones with a shared running doc
Keep one shared document for every one-to-one, with an agenda that builds itself and a quick AI summary of progress each month.
When to use it
Every one-to-one meeting
Step by step
Create the running doc
Make a Google Doc or Word file shared with the other person, titled with both names. Add the newest meeting at the top each time.
Get a good template
Ask your AI assistant for a structure you can copy for each meeting.
Prompt to copyCreate a simple template for a recurring [weekly / fortnightly] one-to-one between [role] and [role]. Include sections for: wins since last time, topics from each person, blockers, feedback both ways, actions with owners and dates, and one 'bigger picture' question that rotates each week. Give me 8 rotating bigger-picture questions too. Keep headings short.Link it to the meeting
Attach the doc to the recurring calendar event so both of you can add topics during the week.
Review progress monthly
Once a month, paste the last four meetings into your AI assistant and ask for themes, repeated blockers and actions that haven't been done.
What you get
18 Nov. Wins: launched the new booking form. Topics (Ella): training budget. Topics (Raj): holiday cover in Dec. Blockers: waiting on IT access. Actions: Raj - chase IT - Wed. Ella - send course options - Fri. Big question: What's one thing you'd change about how we work?
Tips
- Agree together what goes in the shared doc; keep sensitive or HR matters out of it and in proper channels.