A completed example
This fictional example shows the level of detail to aim for. It is not a customer's work history.
One-on-one notes Date: Tuesday 8 October, 10:00-10:30 Manager: Priya Report: Tomas Next meeting: Tuesday 15 October Since last time - Shipped the export filter for the Harbor reporting dashboard on Thursday - Onboarding checklist rewrite is half done, waiting on copy from support - Took Friday afternoon off for a dentist appointment Topics from Tomas - Code reviews on the Ledger migration are slow. Two pull requests have waited since Monday. - Wants to lead the next sprint planning session Topics from Priya - Q4 priorities: Harbor stays first, Ledger migration second - Feedback on Thursday's demo: clear walkthrough, but setup ran long Decisions - Tomas runs sprint planning on 21 October, with Priya as backup - Each Ledger pull request gets a named reviewer when it is opened Action items - Tomas: send Priya a draft planning agenda by Friday - Priya: ask Dana's team for a second Ledger reviewer by Wednesday - Tomas: finish the onboarding checklist once support sends copy (copy section not started) Carried over - Career conversation about moving toward tech lead. We ran out of time, so it opens next week.
Make it yours
Your draft
The example is fictional. Edits stay in this page and disappear when you leave. Copy or download your work to keep it.
How to fill it in
- Fill in the date, both names and the next meeting date first so the note is easy to find later.
- Before the meeting, each person adds two or three topics under their own heading, most important first.
- Write each decision as a plain sentence that someone could act on without having been in the room.
- Give every action item one owner and a due date, and read the list back before you finish.
- Move anything you did not get to into Carried over so it opens the next meeting.
Start from your actual work
On a Mac, Dayflow can help you remember the work behind the update. It drafts a timeline from screen activity. Export a date range as Markdown from Settings → Export. Review that record alongside your calendar and task tracker, then fill in the template above.
For a guided walkthrough, see exporting your work history or drafting a report with Claude Code. Check the assistant's draft before sending it.
Local AI keeps screenshot analysis on-device. Your own cloud provider or Dayflow Pro processes selected screenshots off-device. An assistant can receive the Dayflow data it retrieves in your conversation. Local storage does not make a cloud assistant conversation local. Read the data-flow guide before choosing a workflow.
Questions about this template
What should be in one-on-one meeting notes?
Keep a short record of what changed since the last meeting, the topics each person raised, any decisions, and action items with an owner and a date. Add a carried-over section for anything you ran out of time for. That way it opens the next meeting instead of quietly disappearing.
Who should take notes in a one-on-one meeting?
Either person can. Many teams let the report own the shared document because the meeting is mainly for them. What matters is that both people can see and edit the same running document, and that action items are agreed out loud before the meeting ends. Taking turns is fine if you both agree to it.
Are one-on-one notes the same as a performance review?
No. They are a working record between two people, not a formal review, a disciplinary record or an HR file. If feedback from a one-on-one matters for a review, raise it through your company's review process. Keep any private thoughts you would not want the other person to read out of the shared document.
Should I use one document for all my one-on-ones?
A single running document with the newest meeting at the top works well for most pairs. It keeps carried-over topics and old action items in view, so you can check what actually got done. Start each entry with the date so you can find an earlier conversation quickly when a topic comes back.
How do I remember what I worked on since my last one-on-one?
Before the meeting, look back through your calendar, sent messages and tickets. On a Mac, Dayflow can draft a timeline of your day from screen activity, which can help you recall where your time went. Check that draft before relying on it, and add meetings, calls and any work that happened away from the screen.
Use the right format for the next step
- Weekly status report for a concise progress update.
- Daily work log for a record you can come back to.
- Daily standup template for yesterday, today, and blockers.
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