Ask your team member about the highlight of their week (this doesn't need to be restricted to work; anything will do)
Have your teammate create an update prior to the meeting. The update should:
Try to keep to a few minutes for each issue and not get bogged down in minutiae. For clear asks, give an immediate response or create a follow-up task. Otherwise, we recommend helping people come to their own conclusions, it'll foster a sense of healthy independence.
Prompt your report to create topics prior to the meeting.
Preferably whatever they come up with should be related to their OKR's. Jot down the three tasks in your project management system, set the owner, and the due date for the next one-on-one.
Be extremely candid and clear with your critical feedback, leave no room for interpretation. Make sure to give both positive and negative feedback.
This seals any commitments and parts of the meeting with a good note.
There's a simple way of communicating feedback that avoids provoking anger and defensiveness. Simply communicate in the following format: "When you do a specific action, I feel [emotion] because [story/reason]. My request is …, can you do that for me?"
Feedback should be in the like that/wish that format: