What to Discuss in a 121: A Guide for High-Performing Teams

One-on-one meetings (commonly referred to as 121s) are more than just routine check-ins. They are powerful opportunities to build trust, align on goals, and drive performance. For fast-growing companies with 40–70 employees, these meetings are essential to maintaining momentum and morale. Yet, many leaders struggle to make these meetings consistently effective.

In this blog, we’ll explore exactly what to discuss in a 121, how to structure them for success, and how tools like Meeting For Goals can turn these meetings into strategic powerhouses of productivity. If you’re looking for a better way to run your 121s, check out our free meeting templates or sign up for Meeting For Goals today.

Introduction

In any growing organization, communication is the glue that holds everything together. One-on-one meetings, or 121s, are one of the most effective ways to keep that communication strong between managers and team members.

For companies with 40 to 70 employees, where agility and alignment are key, 121s offer a chance to stay ahead, address issues early, and keep everyone moving in the right direction.

But here’s the problem: too many 121s turn into status updates. They miss the bigger picture. That’s where Meeting For Goals comes in. Our meeting management software helps high-performing teams run shorter, more focused meetings that align with company goals. From shared agendas to automated follow-ups, we make every 121 count.

In this guide, we’ll cover what to talk about in a 121 and how to make each one more impactful. Whether you’re a Director, VP, or C-suite executive, this is your blueprint for better one-on-one meetings.

Section 1: Understanding the Purpose of a 121

Before diving into what to say, it’s important to know why you’re having a 121 in the first place. These meetings are about more than updates—they’re about building real connections and coaching your team.

What Is a 121?

A 121 is a private meeting between a manager and a team member. Unlike team meetings that focus on group updates, 121s are all about the individual. They’re a space for open dialogue, growth, and alignment.

These meetings usually happen weekly or bi-weekly and should be consistent. More importantly, they should feel like a safe space—not a performance review trap.

Primary Objectives of a 121

• Performance Feedback: Give ongoing feedback to recognize good work or address concerns.
• Career Development: Talk about where the employee wants to go and how they can get there.
• Relationship Building: Build trust through honest, regular conversations.
• Problem-Solving: Help team members overcome obstacles before they grow into bigger issues.
• Goal Alignment: Make sure everyone’s working toward the same company objectives.

Creating a Safe Space

Psychological safety is key. Your team should feel comfortable being honest. That means managers need to listen actively, ask open-ended questions, and show empathy.

When done right, 121s become a leadership tool—not just a management task. Meeting For Goals supports this by giving both parties a shared space to prepare, contribute agenda items, and track progress over time.

Tip: Harvard Business Review has a great article on how psychological safety boosts team performance. It’s worth a read.

Section 2: Setting an Agenda

A good agenda is the secret to a great 121. Without one, meetings can quickly go off track—or worse, become a waste of time.

Why Agendas Matter

Agendas help keep things focused. They show that the meeting has a purpose and that both people’s time is valuable. When both the manager and employee know what’s coming, it leads to a more productive conversation.

Suggested Agenda Items

Here’s a simple structure you can use:

• Personal Check-In: Start with a quick “How are you doing?” It builds rapport and shows you care.
• Progress on Goals: Review what’s been accomplished and what’s still in progress.
• Challenges and Roadblocks: Talk about what’s getting in the way and how to fix it.
• Feedback Exchange: Share feedback both ways. This builds mutual respect.
• Career Development: Discuss long-term goals and what skills the employee wants to grow.
• Action Items: End with clear next steps and who’s doing what.

How Meeting For Goals Enhances Agenda Setting

With Meeting For Goals, both managers and team members can build agendas together before the meeting. That way, nothing gets missed, and the meeting stays on track.

You can:

• Use recurring templates
• Prioritize discussion points
• Attach relevant notes or documents
• Align items with team and company goals

Looking for ready-to-use meeting agendas? Check out our free meeting templates to get started.

Section 3: Performance and Feedback

One of the biggest benefits of 121s is the chance to talk about performance in real time—not just during annual reviews.

Why Ongoing Performance Conversations Matter

Waiting for a formal review to give feedback is risky. Problems can grow, and wins can be forgotten. Regular performance talks help:

• Reinforce good habits
• Address issues early
• Keep people focused on what matters
• Build a culture of improvement

How to Give Constructive Feedback

Use this simple framework:

• Situation: Describe what happened
• Behavior: Explain what the person did
• Impact: Share how it affected the team or project
• Next Steps: Offer guidance or encouragement

Example: “In Tuesday’s meeting (situation), you clearly explained the project timeline (behavior), which helped the client feel confident moving forward (impact). Keep it up (next steps).”

Encouraging Two-Way Feedback

Don’t forget to ask for feedback too. Questions like “What can I do better as your manager?” open the door for honest conversations.

How Meeting For Goals Helps

Our platform lets you document feedback, track performance trends, and tie individual contributions to team goals. It’s a great way to keep everyone aligned and accountable.

Want more tips on giving great feedback? Gallup’s guide on effective feedback is packed with useful insights.

Section 4: Professional Development and Goals

Talented employees want to grow. If you’re not helping them do that, they’ll find someone who will. One-on-ones are the perfect place to talk about career paths and skill development.

Why Development Conversations Matter

People who feel like they’re growing are more engaged, loyal, and productive. For companies with 40–70 employees, retaining top talent is key to scaling.

Regular development talks help:

• Spot future leaders
• Close skill gaps
• Align personal goals with company needs
• Encourage innovation and learning

Topics to Cover

1. Career Aspirations: Where does the employee want to be in 1, 3, or 5 years?
2. Skill Gaps: What’s missing to get there?
3. Learning Opportunities: Are there courses, mentors, or stretch projects they can pursue?
4. Stretch Assignments: Can they take on something new to grow?

Goal Setting Best Practices

Use SMART goals—Specific, Measurable, Achievable, Relevant, and Time-bound.

Example: “Complete the advanced Excel course by end of Q2” is better than “Get better at Excel.”

How Meeting For Goals Supports Development

With Meeting For Goals, you can:

• Set and track personal goals
• Link them to team or company objectives
• Monitor progress with dashboards
• Schedule regular check-ins for accountability

This way, development isn’t just a topic—it becomes a priority. Ready to start tracking goals the smart way? Sign up here.

Section 5: Accountability and Follow-Up

A lot of good conversations happen during 121s. But if there’s no follow-up, they’re just talk. Accountability is what turns ideas into action.

Establishing Accountability

At the end of each 121, make sure you clearly define:

• What needs to be done
• Who’s responsible
• When it’s due

This prevents confusion and keeps everyone on the same page.

Documenting Action Items

Instead of relying on memory or scattered notes, use a single system to track:

• Tasks assigned
• Decisions made
• Deadlines agreed upon

This creates a record you can refer back to—and it keeps things moving forward.

How Meeting For Goals Helps

Meeting For Goals automatically logs action items, assigns responsibilities, and sends reminders. You can even review past meetings to see what’s been done and what still needs attention.

It’s accountability made easy—and it helps build a culture where follow-through is the norm.

Conclusion

Great one-on-one meetings don’t happen by accident. They take structure, intention, and the right tools.

To recap, here’s what makes a 121 effective:

• Understand the purpose: It’s about connection, coaching, and alignment.
• Use a clear agenda: Structure keeps things focused.
• Give and receive feedback: Make it timely and specific.
• Talk about development: Help your team grow.
• Follow up: Turn conversations into results.

With Meeting For Goals, you can make every 121 a strategic advantage. From collaborative agendas to goal tracking and automated follow-ups, we help you turn meetings into momentum.

Want to level up your 121s? Start your journey with Meeting For Goals today and unlock the full potential of your team.

Explore more at https://meetingforgoals.com or jump right in and sign up here.