# One-on-one meeting prep prompt: free ChatGPT template > Prepare a one-on-one from your notes: what you owe them from last time, specific wins, questions that let them talk first, and topics in neutral wording. Source: https://learn.ynteractive.com/content/prompts/one-on-one-meeting-prep-prompt · Updated 2026-10-01 · Free from Stepthrough (https://learn.ynteractive.com) [Meetings and notes](https://learn.ynteractive.com/content/prompts#job-meetings-and-notes) · Works in ChatGPT, Claude, Gemini and Copilot Updated October 1, 2026 · By [Robert Breen](https://learn.ynteractive.com/content/about) Use this before a regular one-on-one with someone on your team, when your notes are scattered across texts and sticky notes. It builds a one-page plan: what you promised last time, specific wins to thank them for, questions that let them lead, and the topics you need to raise in neutral wording. It is prep for a conversation, not an evaluation. The prompt tells the AI not to judge performance or touch pay or job status; for a formal review, use the [performance review draft prompt](https://learn.ynteractive.com/content/prompts/performance-review-draft-prompt) and involve HR. ## The prompt Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every `[BLANK]` with your own details. It uses the four parts from [Prompt Writing 101](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format): Role, Context, Task and Format. Copy prompt ```text Role: You are helping [MANAGER] at [BUSINESS] prepare for a one-on-one with [EMPLOYEE]. Context: My notes since our last one-on-one are below: what I promised to follow up on, their wins, what I'm unsure about, and anything they raised. Use only my notes. Don't judge their performance, guess how they feel, or suggest anything about pay, discipline or job status. Task: Prepare: what I owe them from last time and whether it's done, specific wins to thank them for, three open questions that let them talk first, the topics I want to raise in neutral wording, and one question about what they need from me. Format: One page under five headings, short lines, with every question written word for word. Enough for a 30-minute meeting, not a script for the whole conversation. Here are my notes: [MY NOTES] ``` ## Fill in the blanks **`[MANAGER]`** Your name and role. **`[BUSINESS]`** Your business name and what it does. **`[EMPLOYEE]`** Their first name and job, such as "Jamie, a sales rep who runs product demos." **`[MY NOTES]`** Facts only: what you promised, what they did, what you noticed, what they asked for. Leave out health, family or other private details. ## Example, filled in **A made-up example** from the free lesson [Build a Custom GPT That Writes Sales Follow-Up Emails](https://learn.ynteractive.com/content/custom-gpt-sales-follow-up-email-writer). Northwind Scheduling Software is the made-up software company in the sales follow-up lesson. Here a sales manager we've called Alex prepares for a one-on-one with Jamie, one of the reps. Copy example ```text Role: You are helping Alex, the sales manager at Northwind Scheduling Software, prepare for a one-on-one with Jamie, a sales rep who runs product demos. Context: My notes since our last one-on-one are below: what I promised to follow up on, their wins, what I'm unsure about, and anything they raised. Use only my notes. Don't judge their performance, guess how they feel, or suggest anything about pay, discipline or job status. Task: Prepare: what I owe them from last time and whether it's done, specific wins to thank them for, three open questions that let them talk first, the topics I want to raise in neutral wording, and one question about what they need from me. Format: One page under five headings, short lines, with every question written word for word. Enough for a 30-minute meeting, not a script for the whole conversation. Here are my notes: Last time I promised: a demo account with sample data (done Tuesday), ask marketing about a salon case study (not done yet). Wins: closed a 12-person cleaning company, Jamie's first annual plan. A prospect emailed me that the demo was the clearest she'd seen. Unsure: some of Jamie's follow-up emails go out 3 or 4 days after demos; our habit is the next day. Jamie raised: wants to try evening demos for salon owners. ``` ## What a good answer looks like - "What I owe you" says the demo account is done and the case study isn't, so you can own it before Jamie asks. - Wins that are specific, like the 12-person cleaning company and the prospect's email about the demo. - The follow-up timing raised neutrally: "I noticed some follow-ups go out 3 or 4 days after demos. What gets in the way?" - Room for Jamie's idea, such as "What would you need to try evening demos for salon owners?" ## How to check it before you use it An AI draft can sound right and still say something you never told it. Use the habit from the [Reply Faster lesson](https://learn.ynteractive.com/content/chatgpt-reply-to-customer-emails): check every promise, name, date and number against what you gave it before anything goes out. - Confirm the "what I owe" list. If you haven't done something, say so in the meeting rather than letting the plan imply you did. - Check every win against your notes. Praise for something they didn't do lands badly. - Read the topics for judgment words like "slow," "careless" or "attitude," and swap them for the plain fact. - Delete anything about pay, discipline or job status. Those belong in a different conversation. ## Practice it in the free lesson **[Summarize a Meeting Transcript with ChatGPT](https://learn.ynteractive.com/content/chatgpt-summarize-meeting-transcript)**: Paste a long meeting transcript into ChatGPT and get the decisions, an action items table with owners and due dates, and a follow-up email ready to send. You do every step yourself in a practice copy of ChatGPT, and nothing touches your real accounts. [Start the free lesson](https://learn.ynteractive.com/modules/chatgpt-meeting-summary) ## Terms used here [Prompt constraints](https://learn.ynteractive.com/content/glossary/prompt-constraints) · [Role, Context, Task, Format](https://learn.ynteractive.com/content/glossary/role-context-task-format) · [Human in the loop](https://learn.ynteractive.com/content/glossary/human-in-the-loop) ## Related prompts - [Meeting agenda prompt](https://learn.ynteractive.com/content/prompts/meeting-agenda-prompt): Turn a list of topics into a timed meeting agenda where every item has an owner, a question to settle and minutes that add up to… - [Performance review draft prompt](https://learn.ynteractive.com/content/prompts/performance-review-draft-prompt): Draft a fair performance review from your notes: strengths and growth areas backed by examples, measurable goals and nothing… - [Employee recognition message prompt](https://learn.ynteractive.com/content/prompts/employee-recognition-message-prompt): Write a short, specific thank-you to an employee for the team chat or a huddle: what they did, why it mattered, in your voice… - [Sales pipeline review prompt](https://learn.ynteractive.com/content/prompts/sales-pipeline-review-prompt): Paste your open deals and get a pipeline review for your sales meeting: stalled deals, missing next steps, past-due close dates… [All free prompt templates](https://learn.ynteractive.com/content/prompts) · [AI glossary](https://learn.ynteractive.com/content/glossary)