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Use Homebases for Better 1:1s

Regular one-on-one meetings are crucial touchpoints between design leaders and their teams. While the format may vary, having a consistent structure and shared space—what I've called a homebase—helps make these conversations more effective and meaningful.

What is a Homebase?

Credit: Elizabeth Kang for the original Homebase template we used, developed in Coda.

A homebase is a dedicated space that serves as the single source of truth for your relationship with each direct report. It includes:

Essential Documentation

  • Meeting agendas and notes
  • Career development plans
  • Quarterly and annual goals
  • Growth areas and progress
  • Wins, accomplishments, and brag docs
  • Project updates and challenges
  • Preferences and working styles

Regular Check-in Structure

  • Weekly priorities and progress
  • Wellbeing check-ins
  • Feedback and support
  • Blockers and needs

Types of 1:1 Conversations

Weekly Check-ins (30-45 minutes)

Two essential questions form the foundation:

"What's something that went great last week?" - Builds confidence through recognition - Creates habits of sharing accomplishments - Helps overcome imposter syndrome - Documents wins for performance reviews - Celebrates progress, not just completion

"What are your 2-4 priorities this week?" - Ensures alignment on key work - Surfaces potential blockers early - Creates accountability - Helps manage workload - Identifies needed support

Monthly Development Discussions (60 minutes)

  • Review progress on goals, growth plans, skill assessments, and other action plans

Quarterly Goals Reviews (60 minutes)

Making 1:1s Effective

Preparation

  • Set the agenda
  • Follow up on previous action items
  • Provide any async updates

During the Meeting

  • Start with wellbeing check (we cringingly called this "the vibe check")
  • Focus on the person, not just the work
  • Listen more than you speak
  • Take clear notes in the homebase
  • Set specific next steps

Follow-up

  • Update notes
  • Close out any open action items or questions

Homebase Structure

├── About this Homebase
├── First 1:1 Questions
├── Weekly Notes
│   └── Meeting Notes [by date]
├── Growth and Performance
│   ├── Goals
│   ├── Skill Assessment
│   └── Quarterly Check-ins
├── Resources and Templates
│   ├── Agenda Template
│   ├── Brag Doc Template
│   ├── Quarterly Check-in Template
│   └── Continuing Education Resources

This structure keeps everything organized and accessible: - About: Overview and how to use this space - First 1:1 Questions: Initial meeting and onboarding notes, derived from the excellent Resilient Management. - Weekly Notes: Ongoing meeting documentation - Growth and Performance: Development plans and progress - Resources: Templates and references for key activities - these may be provided by your HR team.

Be sure not to over-design the homebase. Work with your direct reports to adapt it to what works best for them.