1-1 Leadership Workflow

End-to-end process for consistent, coaching-aligned one-on-ones that drive growth, accountability, and follow-through, every cycle.

Quick Summary

Biweekly cadence with AI prep, human meeting, AI summary
Coaching-aligned: uses your leadership and EQ docs
Commitments tracked between meetings
Monthly trend analysis surfaces patterns

How This Workflow Runs

Every 1-1 follows the same five-step rhythm. AI handles the prep, the summary, the follow-up, and the trend analysis. You show up and coach. The system holds you to your own leadership standards so your team gets the same experience every time.

The Problem, Inconsistent 1-1s

Prep is ad hoc or skipped entirely

Coaching questions lack focus and depth

Commitments are made but not tracked

No follow-up between meetings

Patterns and growth trends go unnoticed

The Solution, AI-Powered Rhythm

AI prepares you using your own coaching docs

Meeting notes are auto-summarized with commitments

Mid-cycle nudges keep accountability alive

Monthly trend analysis surfaces patterns

Your leadership brand shows up consistently

One system. Consistent leadership. Your leadership brand identity kit, emotional intelligence guide, communication style guide, and coaching profile are loaded into every AI step, so the system coaches you in your own voice.

Biweekly Workflow at a Glance

Four steps repeat every two weeks, plus a monthly deep review. AI handles prep, summary, and check-ins. You only show up for the meeting.

Phase 1

Friday, AI Prep

Notes, goals, coaching docs
Questions tailored to this person
Written to Google Doc

Phase 2

Wednesday, 1-1 Meeting

You coach, AI records
Use prep doc as framework
Adapt as needed

Phase 3

Post-Meeting, AI Summary

Commitments extracted
Google Doc updated
Flags tracked context

Phase 4

Next Wednesday, Check-in

Commitment status nudge
Captures updates
Feeds next prep cycle

Monthly cadence

Trend analysis runs once a month across the full cycle. Deep review of patterns, growth themes, and coaching insights. Runs per person: Trac and Mai.

Five Steps, Every Cycle

Follow these steps in order. Steps 1, 3, 4, and 5 are fully AI-driven. Step 2 is where you show up and lead.

AI Prep

Friday, AI Automated. Every Friday before a 1-1 week, AI reviews the last 1-2 weeks of notes, open commitments, OKRs, and your leadership and coaching documents. It produces a prep doc written in your coaching voice with focus areas, suggested questions, and context reminders.

Reviews most recent meeting summary and commitment status

Pulls current OKRs and flags anything off-track or approaching deadline

References your leadership brand identity kit, EQ guide, and communication style guide

Generates 3-5 coaching-aligned questions tailored to this person's current situation

Adds context reminders (personal situations, company context, upcoming milestones)

Writes the prep doc to Google Doc

The 1-1 Meeting

Wednesday, Human. You run the meeting. AI listens via the meeting recording. This is where coaching, accountability, and human connection happen. The prep doc gives you everything you need to show up consistently.

Review the AI-generated prep doc before the call

Use the suggested questions as a starting framework (adapt as needed)

Coach, listen, challenge, support

AI records the meeting for post-processing

Summary and Commitments

Wednesday Post-Meeting, AI Automated. Immediately after the 1-1 ends, AI processes the meeting recording. It writes a structured summary, extracts commitments (not tasks, commitments), and updates the Google Doc.

Transcribes and processes the AI meeting recording

Writes a concise meeting summary capturing key discussion points

Extracts specific commitments made by both parties (you and the direct report)

Flags any emotional or personal context worth tracking

Updates the person's Google Doc with the summary and commitment log

Notes any items that connect to OKRs or previous commitments

Mid-Cycle Check-in

Following Wednesday, AI Automated. One week after the 1-1 (on the off-week Wednesday), AI sends a check-in nudge. This keeps accountability alive between meetings and captures status updates that feed into the next prep.

Sends a check-in prompt referencing open commitments from the last 1-1

Asks for brief status updates on each commitment

Captures any commentary or context changes

Writes updates to the Google Doc for the next prep cycle

Trend Analysis

Monthly, AI Automated. Once a month, AI steps back and looks at the bigger picture. It reviews the full month of 1-1 data plus prior quarters to surface patterns, growth themes, recurring blockers, and coaching insights you might miss in the week-to-week.

Analyzes all meeting summaries and commitment logs from the past month

Compares against prior quarters to identify growth trajectory

Surfaces recurring themes: what topics keep coming up?

Identifies patterns in commitment follow-through

Highlights coaching opportunities and flags potential concerns

Writes a trend report to the Google Doc with actionable insights

What This Workflow Needs

The AI draws from two types of data: your leadership foundation (which shapes how it coaches) and per-person data (which shapes what it focuses on). All data lives in Lark and Google Docs.

Leadership Foundation (Required)

Leadership Brand Identity Kit: Defines your leadership voice, values, and how you want to show up. AI uses this to frame questions and reminders in your own style.

Emotional Intelligence Guide: Your EQ framework. Informs how AI handles sensitive context like personal situations or difficult conversations.

Communication Style Guide: Your preferred communication patterns. Shapes the tone, structure, and directness of AI-generated prep and questions.

Coaching Profile and Instructions: How you want to coach. The rules and principles AI follows when generating coaching questions and feedback.

Per-Person Data

Individual Profile (per person): Background, strengths, growth areas, communication preferences. Completed for Trac and Mai.

OKRs and Goals (per person): Written goals for each person. Set quarterly. AI references these in every prep and trend analysis.

Meeting Notes (ongoing): Previous 1-1 summaries and commitment logs. AI looks back 1-2 weeks for prep, full quarter for trends.

AI Meeting Recordings (ongoing): Recordings from each 1-1. AI processes these to generate summaries and extract commitments.

What Gets Produced Each Cycle

Every cycle generates these outputs, all written to a Google Doc per person. Eventually these will migrate to Lark.

Biweekly Outputs

Prep doc: focus areas, coaching questions, context reminders
Meeting summary: key discussion points, decisions made
Commitment log: specific commitments from both parties with owners
Check-in status: mid-cycle progress update on commitments

Monthly Trend Report

Growth trajectory over the past month
Recurring themes and discussion patterns
Commitment follow-through rate
Coaching opportunities and flags
Quarter-over-quarter comparison

What AI Needs to Know Right Now

This context is loaded into every AI step. It should be reviewed and updated as circumstances change.

Team

Direct reports: Trac, Mai

Cadence: Biweekly, Wednesdays

Prep day: Friday before the 1-1

Check-in day: Wednesday (off-week)

Company Context

Current state: Mid-culture reset. Significant restructuring. Multiple departures and layoffs.

Opportunity 1: Entrepreneur retreat, ~30 attendees, $90K revenue potential. Months away.

Opportunity 2: Georgetown University Executive MBA curriculum, launching June.

Personal Context (Handle with Care)

Mai: Grandmother recently passed away. Going through a difficult personal time. Works extremely hard. Approach with empathy and awareness.

Readiness Checklist

Confirm these items before activating the workflow. If any item is incomplete, address it first.

Leadership brand identity kit is finalized and available to the AI.

Emotional intelligence guide is finalized and available to the AI.

Communication style guide is finalized and available to the AI.

Coaching profile and instructions are documented.

Individual profiles exist for Trac and Mai.

OKRs are written and current for both Trac and Mai.

Google Docs are set up: one per person for ongoing notes and outputs.

Meeting recording is enabled and AI transcription is active.

Last 2-3 meeting notes are loaded as starting context.

Schedule is set: biweekly Wednesdays for 1-1s, Fridays for prep.

The 1-1 Leadership Workflow

Internal SOP. Biweekly rhythm. AI prep, human meeting, AI summary, AI check-in, monthly trends.

← Previous

Coaching Session Workflow

Edge 8 AI, Monthly Invoicing