How to Run 1:1 Meetings in ClickUp

ClickUp can be your single workspace for planning, running, and following up on every one-on-one meeting. This how-to guide walks you through setting up a repeatable system so your 1:1s stay focused, documented, and action-driven.

Why Use ClickUp for 1:1 Meetings

Managing 1:1 conversations with scattered notes, inbox threads, and separate task tools quickly becomes messy. Using one workspace gives you:

• A shared agenda that both people can edit
• Visible action items with due dates and owners
• A history of past conversations and decisions
• Clear alignment with goals and performance expectations

By centralizing all of this, ClickUp helps you turn casual chats into structured meetings that support coaching, performance, and growth.

Step 1: Create a 1:1 Meeting Space in ClickUp

Start by organizing a dedicated area inside ClickUp for all of your one-on-one meetings.

Set up a Folder or List for 1:1s

1. Create a Workspace or use an existing one for your team.
2. Add a Folder called 1:1 Meetings or Manager Check-ins.
3. Within that Folder, create a List for each direct report or each manager–employee pair.

This structure lets you keep every discussion, note, and action item in one place per relationship, using native ClickUp features like tasks, Docs, and comments.

Choose a View for Meeting Tasks

Inside each List, choose a view that makes your agenda and follow-ups easy to scan:

• List view: Best for simple, text-first agendas and action items.
• Board view: Organize talking points by status such as To Discuss, Discussed, and Closed.
• Doc view: Perfect if you want a long-form note with structured sections.

Adjust the layout so you can quickly review outstanding items before each meeting in ClickUp.

Step 2: Build a Reusable 1:1 Template in ClickUp

Templates save time and give every one-on-one a consistent flow. Create a standard format so managers and team members always know what to expect.

Create a 1:1 Agenda Task Template

1. In your 1:1 List, create a new task named something like Weekly 1:1 with [Name].
2. In the task description, add structured sections, for example:
   • Wins & highlights
   • Progress on goals
   • Roadblocks & support needed
   • Feedback (manager & team member)
   • Action items & owners
3. Add custom fields such as:
   • Meeting date
   • Sentiment (e.g., happy, neutral, stressed)
   • Priority for the week
4. Click the template options in the task and save it as a Task Template in ClickUp.

Now you can create each new meeting by applying this template, so every 1:1 follows the same structure.

Use a ClickUp Doc Template for Long-Form Notes

Some managers prefer a running document instead of separate tasks. To set this up:

1. Create a new Doc titled 1:1 Notes – [Name] inside your 1:1 List.
2. Add sections you can repeat each week, for example:
   • Week of [Date]
   • Topics from direct report
   • Manager topics
   • Decisions
   • Commitments
3. Save this as a Doc template in ClickUp so other managers can reuse the same layout.

Having both task templates and Doc templates gives you flexibility while keeping all meeting content in the same workspace.

Step 3: Collect Agenda Topics in ClickUp Before the Meeting

The best one-on-ones start long before the calendar invite. Use ClickUp to gather talking points from both sides.

Let Team Members Add Items Anytime

Share the 1:1 task or Doc with your direct report and encourage them to add topics throughout the week. They can:

• Drop quick bullets under Topics from direct report
• Attach screenshots or files that illustrate an issue
• Tag you in comments for context you should review before the meeting

This makes your one-on-one a collaborative agenda instead of a manager-only script.

Convert Issues into Meeting Tasks

When questions or problems surface in other parts of ClickUp, convert them into agenda items instead of losing them in chat threads:

1. Find the relevant task or comment.
2. Use the Task link to reference it inside your 1:1 agenda task or Doc.
3. Add a short bullet about what you need to discuss.

By connecting actual work items to your meeting, you spend less time recalling context and more time making decisions.

Step 4: Run the 1:1 Meeting in ClickUp

When it is time for the meeting, keep ClickUp open and use it as your live guide and notes hub.

Follow the Agenda from Top to Bottom

1. Open the 1:1 task or Doc for that week.
2. Start with wins & highlights to set a positive tone.
3. Walk through progress on goals and key projects, referencing linked tasks and views.
4. Cover roadblocks and support needed, capturing details directly in the description or comments.
5. End with feedback and next steps.

Checking off items as you go in ClickUp reinforces a sense of progress and makes it obvious if anything was skipped.

Capture Decisions and Commitments as Action Items

Every important outcome should become a clear follow-up:

• Create a new task for each action item.
• Assign the task to the right owner (manager, team member, or both).
• Set a realistic due date and priority.
• Link the action item back to the 1:1 task or Doc for context.

By the time the meeting ends, you have a concrete list of commitments in ClickUp instead of vague verbal agreements.

Step 5: Track Progress Between Meetings in ClickUp

One-on-ones should connect week to week, not exist as isolated conversations. Use the tools in your workspace to monitor follow-through.

Review Action Items Before Each Meeting

Before the next 1:1:

1. Open the List of 1:1 tasks or view all related action items with a filter.
2. See what is Open, In progress, or Complete.
3. Update statuses or add comments with questions and clarifications.

This quick review ensures your next 1:1 starts with a shared understanding of what has moved and what is still blocked inside ClickUp.

Use Recurring Tasks for Ongoing Check-ins

To keep meetings consistent, create a recurring task for each regular 1:1:

1. Open the weekly 1:1 task.
2. Set the task to recur on the desired schedule (e.g., weekly, biweekly).
3. Configure it to generate a fresh instance with the same template each time.

Recurring tasks help you maintain a rhythm, while still allowing you to customize the agenda for each specific week.

Step 6: Improve Your 1:1 System in ClickUp Over Time

As your team grows and needs change, refine your setup so one-on-ones stay relevant and productive.

Optimize Your Layouts and Fields

Periodically audit your 1:1 Lists and templates:

• Remove sections that are rarely used.
• Add custom fields for new data you want to track (for example, career focus, performance themes, or risk level).
• Adjust statuses to match how you really manage follow-ups.

Small tweaks to your ClickUp configuration can significantly improve the clarity and value of each meeting.

Share Standardized Templates Across Managers

Consistency matters, especially in larger teams. Once you have a strong approach:

• Promote your 1:1 task and Doc templates to a shared template library.
• Document usage guidelines, such as how to prepare, what to capture, and how to record decisions.
• Encourage managers to adapt while still using the same core structure.

This helps ensure everyone has effective, people-centered one-on-ones powered by the same underlying ClickUp system.

Learn More and Connect Tools with ClickUp

If you want additional strategy support for setting up scalable workflows and documentation, you can explore consulting services at Consultevo.

For deeper feature details and examples of how teams use 1:1 meeting tools, you can also review the original resource on effective one-on-one meeting software at this ClickUp blog article.

By following these steps and iterating regularly, you can turn ClickUp into a reliable, reusable system that keeps every one-on-one organized, accountable, and focused on real growth.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

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