First meeting with the person I'm line managing

Hi Cara,

Thank you for the forum question.

Great question—and it’s a positive sign that you’re thinking this through. A first line management meeting sets the tone for trust, clarity, and psychological safety, so your instincts are spot on.
Below is a practical, people centered structure you can use, plus some example questions you can adapt to your own style.
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1. Set the tone (context + intent)
Start by framing the meeting so they know what to expect.
Goals to communicate
• This is a two way conversation
• You want to understand how they work best
• You’re there to support, not micromanage
Example
“I’d love to use this time to understand how you like to work, what helps you do your best work, and how I can be a good manager for you.”
This immediately reduces anxiety and signals respect.
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2. Ways of working (you’re already thinking about this)
This is a great early focus.
Things to explore
• Working hours and flexibility
• Focus time vs collaboration
• Preferences for autonomy vs direction
• What a “great week” looks like for them
Questions you might ask
• “When do you feel most productive during the day?”
• “How do you like work to be planned or prioritised?”
• “What helps you stay focused—and what gets in the way?”
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3. Communication preferences
This avoids friction later.
Cover
• Channels (Slack/email/meetings)
• Frequency of check ins
• Style (direct vs reflective, written vs verbal)
• Feedback preferences
Questions
• “How do you prefer feedback—real time, written, in 1:1s?”
• “If something is urgent, what’s the best way to reach you?”
• “How do you like to raise concerns or challenges?”
You can also share your preferences briefly, but centre theirs.
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4. Understanding their role & priorities
Even if their role is clearly defined, it’s helpful to hear it in their words.
Explore
• What they see as their core responsibilities
• Current priorities or pressures
• What success looks like to them
Questions
• “What are you focusing on most right now?”
• “What does ‘doing a great job’ look like in your role?”
• “Are there any expectations that feel unclear?”
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5. Strengths, motivators, and growth
This shows you’re investing in them as a person, not just an output.
Cover
• What energises them
• What drains them
• Skills they want to build
• Longer term aspirations (light touch)
Questions
• “What parts of your job do you enjoy most?”
• “What kind of work do you want more of over time?”
• “Is there anything you’d like support with or exposure to?”
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6. Past experiences with managers (if appropriate)
This is optional but powerful if approached carefully.
How to frame it Focus on learning, not probing.
Example questions
• “What has worked well for you with past managers?”
• “Is there anything you don’t find helpful in a manager?”
Even one insight here can prevent repeating mistakes.
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7. Practicalities and next steps
End with clarity.
Cover
• How often you’ll meet (1:1 cadence)
• What those meetings are for
• How you’ll review goals or performance
• Anything immediate they need from you
Close with
“Is there anything you were hoping we’d cover that we haven’t?”
This gives them agency right to the end.
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A simple first meeting agenda (you can steal this)
1. Purpose of the meeting and how we’ll work together
2. Their ways of working & communication preferences
3. Current role, priorities, and challenges
4. Strengths, development, and what support looks like
5. Practical next steps and follow ups
________________________________________
Final tip
You don’t need to cover everything in depth. What matters most is:
• Listening more than talking
• Taking notes
• Actually acting on what they tell you



Kind regards

Jens Bonde
Microsoft Office Specialist Trainer

Tel: 0207 987 3777
STL - https://www.stl-training.co.uk
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