flownote / Templates
Short answer
A good 1:1 note has five parts: a check-in, the report’s priorities, the manager’s topics, decisions or commitments, and questions for next time. Keep the shared record concise, agree on what is documented, and separate sensitive manager-only records from collaborative notes.
Editorial note: This guide was prepared with AI-assisted research, reviewed against the cited public documentation, and uses no customer recordings or private meeting data. Examples are explicitly fictional.
The shared 1:1 template
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[Names] — 1:1 — [date]
Check-in — What is taking up the most attention right now?
Report’s topics — Wins, blockers, decisions needed, feedback for the manager.
Manager’s topics — Context, coaching, feedback, recognition, upcoming changes.
Growth — Skill to practice, opportunity to pursue, support needed.
Commitments — [Name] will [task] by [date].
Open questions — [Question] | Owner: [name].
Next time — Topics to revisit and date of next 1:1.
The report’s agenda should have real space. A 1:1 that only transmits the manager’s updates is a status meeting with a different name.
What to document—and what not to
| Usually useful in shared notes | Use care or a separate approved process |
|---|---|
| Agreed priorities and support | Medical, family, or other deeply personal information |
| Specific commitments and dates | Unverified allegations or speculative judgments |
| Feedback both people agreed to revisit | Formal performance or employee-relations records |
| Growth goals and opportunities | Information the employee expected to remain off the record |
Shared notes should not become a hidden dossier. If the company requires performance, accommodation, investigation, or HR documentation, use its authorized system and policy rather than improvising inside a meeting-notes document.
A fictitious completed example
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Avery + Morgan — 1:1 — Aug. 15
Check-in — Morgan wants more uninterrupted time for the launch brief.
Win — Stakeholders approved the first prototype.
Blocker — Two review meetings overlap with writing time.
Decision — Avery will consolidate the reviews into one session next week.
Commitment — Morgan will share the launch-brief outline by Aug. 19.
Growth — Morgan will present the next research readout; Avery will review the draft.
Next time — Discuss feedback on the presentation outline.
Note — The names and situation are fictional.
A simple rhythm for recurring 1:1s
- 1
Before
Both people add topics. The manager reviews prior commitments and prepares context or feedback.
- 2
During
Start with the report’s priorities, spend time on the highest-value issue, and state commitments clearly.
- 3
At the end
Read back decisions, actions, owners, and dates. Confirm what will be included in the shared note.
- 4
After
Review the draft, remove unnecessary sensitive detail, and give both people access to the agreed record.
- 5
Next time
Begin with open commitments and questions instead of rebuilding context from memory.
Using Flownote in a 1:1
If both people are comfortable and policy allows it, select Flownote’s 1:1 output style before capturing. Review the transcript and generated note together, especially any sensitive or evaluative language, and edit the shared version down to what is useful.
Frequently asked questions
Should managers and reports share the same 1:1 notes?
A concise shared record of topics and commitments is often useful. Private reflections or records governed by HR policy should live in the appropriate separate system.
Should every 1:1 be recorded?
No. Consider consent, power dynamics, sensitivity, policy, and whether a recording is necessary. Manual shared notes are a valid default.
How long should a 1:1 note be?
Long enough to preserve decisions, commitments, and the context needed next time. It should not be a transcript unless there is a specific authorized reason to keep one.
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