Forum Discussion
Struggling to get managers to actually use 1:1 meeting agendas in Teams
We've been trying to get our managers to run structured 1:1s with their direct reports using Teams. Right now they just hop on a call with no agenda and wing it. HR wants there to be a documented agenda, talking points from both sides, and some kind of record of what was discussed. We tried using Loop components and OneNote but managers find it clunky to set up every time and most of them just stopped doing it after a few weeks. Is there a better way to handle recurring 1:1 meeting agendas directly in Teams?
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As a manager myself, the issue I’ve run into is that the agenda tool has to be almost invisible. If I have to create a new page, copy a template, remember where notes live, and then do follow-ups somewhere else, I’m probably not going to keep doing it every week.
Loop and OneNote are useful, but for recurring 1:1s they still felt like “another thing to maintain” rather than part of the meeting rhythm.
What worked better for us was using a Teams-native 1:1 tool where the agenda lives with the employee/manager relationship. Both people can add talking points before the meeting, notes carry over, and action items are easier to track.
We’ve used Teamflect for this since it sits inside Teams and it works very well. I'm sure there are other options out there as well. But I’d say the bigger point is to use something purpose-built for recurring 1:1s.
Hi EmmaHastings,
This is a very common adoption challenge and you are not alone! Here are some practical recommendations to help managers actually use structured 1:1 agendas in Teams:
- Use Microsoft Teams Meeting Notes with Loop components: When scheduling a 1:1 recurring meeting in Teams, encourage managers to use the built-in Notes tab (powered by Loop). This creates a shared, persistent collaborative document that both the manager and direct report can contribute to before, during, and after the meeting. The key advantage is that it is visible directly in the meeting invite without needing to open another app.
2. Make it a template: You can create a Loop component template for 1:1s with sections like Agenda, Updates, Action Items, and Blockers. Share this template with managers so they start from a consistent structure every time.
3. Use Viva Engage or Viva Pulse for structured check-ins: If your organization has Microsoft Viva, Viva Pulse can automate lightweight check-in surveys before 1:1s, feeding data directly into the conversation.
4. Manager training and nudges: Sometimes the barrier is habit, not tooling. Consider a short Champions program where a few enthusiastic managers demonstrate the value, which helps drive peer adoption.
5. Teams channel for accountability: Some teams create a private Teams channel or OneNote shared notebook where managers post weekly check-in notes, creating light accountability.
The Loop component approach within Teams meetings is the lowest-friction path since it does not require managers to leave Teams. Hope this helps!
