Design Your 1:1s: A Guide for Design Managers
How a Well-Crafted Meeting Structure Elevates Team Performance and Organizational Maturity
One of the biggest problems I see in design leadership is that, more often than not, design managers don’t design their 1:1s. Managing designers isn't easy and no one really teaches you how to do them right. And you can't just peek into someone else's 1:1 to see how it's done without disrupting the authenticity of the discussion.
Many design managers claim they want their direct reports to "take the driver's seat" in 1:1 meetings – implying that they “own” the meeting. But how can you expect your designers to maximize their 1:1s if you don’t set them up for success? Especially without equipping them with a structure and a tangible example of good design management.
While it's crucial for your designers to feel a sense of ownership over the content discussed, the responsibility ultimately lies with you, as the manager, to ensure that the meeting runs efficiently and serves its purpose. In a 1:1 meeting, ownership is a shared responsibility: you lay the structure, and your designers contribute the content.
A Tried-and-True 1:1 Structure
To steer these conversations in the right direction, I've used this overarching framework that has helped me in my own practice. The structure varies based on the seniority of the designer, but the core elements remain consistent:
Reflect: Create an Open Space
Example of a sentiment check. Begin by creating a space where both you and your report can discuss current feelings and recent experiences. While it might feel awkward initially, it's key to building trust and paving the way for open, honest conversations to follow.
Go Fishing: Discover Key Conversation Topics
"Hey, how's it going?" often leads to surface-level responses. To bypass the conversational hurdle, utilize the following questions to identify specific topics that warrant deeper discussion:
Example Questions:“Where’s your head at?”
“What’s top of mind for you right now?”
“What should we spend our time on today?”
I've found “What's top of mind?” to be an incredibly potent question. It seems to act like a key, unlocking various types of insightful responses: some people dive into a specific project or issue they're grappling with; others might share personal or life-related matters that are currently weighing on them; and occasionally, the question exposes broader systemic issues or patterns affecting the entire team. The initial questions you ask are more than just conversation starters; they are the opening act to the meaningful discourse that should be the essence of every 1:1.
Create Clarity: Zero in on the Core Issues
It's common for designers to get stuck on a problem after staring at it for too long. Use these questions to clarify the issue and strategize a path forward:
Example Questions:
“What does the ideal outcome look like?”
“What’s stopping you from achieving that outcome?”
“What do you think is the best way to get you there?”
Support: Offer Targeted Assistance
Well-intentioned attempts to help can sometimes backfire. To avoid this, directly ask how you can be most helpful. Document any action items that emerge from the conversation for future reference:
Example Questions:
“How can I help you?”
“How can I make you more successful?”
“What was the most useful part of our discussion today?”
Tailoring Your Approach by Seniority
The more senior the designer, the more abstract the problems or challenges they're grappling with. Be sure to adjust your questions and the depth of your discussions to match each designer's level of seniority.
For Designers: Move them from task-centric to outcome-centric thinking. Encourage a focus on the bigger picture and the goals they're setting for themselves, their team or project.
Example Question: “What's outcome are you trying to achieve?”For Senior Designers: Assist in navigating an ocean of responsibilities to identify the most valuable outcomes. Help them think through the outcomes that genuinely matter most.
Example Question: “What work feels most impactful to you right now?”
For Staff and Principal Designers: Conversations usually pivot toward decision-making and tackling complex challenges. Your questions should lead to deeper understanding and help uncover substantial issues on the horizon that you'll need to address in the future.
Example Questions: “Tell me a decision you know you need to make but haven’t.” or, “What feels harder to get done than it should be?”
The 1:1 Multiplier
Getting 1:1s right is about more than ticking a managerial box; it's an operational must-have. These aren't casual coffee chats; they're the strategic forums that drive your team's communication and decision-making. But the real kicker? Excellence in running these meetings has a compounding effect and I’ve seen it boost professional maturity across many design organizations and teams. So don’t take these meetings lightly; you're holding a key to unlock a whole lot of potential.
A Notion Template to Get You Started
Streamline your 1:1s with this easy-to-use template, tailor-made for impactful 1:1s.
Grab the template here
Great article! I’ve also learned over time that, as a manager, feedback never should be a one-way street but junior team members are more hesitant to bring up contentious topics. Breaking the ice and gaining trust through humility is crucial. Some prompts I’ve used: “Here’s where I try to improve as a manager. How can I do better?”
“Tell me 3 things you would want to improve in this team.”
“What question should I have asked, but didn’t?”