How to run one-to-ones that actually work in mid-sized law firms
Clio offers key tips and tricks on how to efficiently run one-to-ones that work for you and your team — without eating into precious fee-earning time
Sometimes one-to-one meetings in law firms can feel about as welcome as a surprise SRA audit. We all know they matter — your team needs support, feedback, and the occasional nudge in the right direction. But when your calendar is already bursting with client calls and billable hours, the thought of yet another meeting can be groan-worthy.
Here’s the tension: you want to check in with your team, but every minute spent chatting is a minute not billing. No wonder one-to-ones often feel like a box-ticking exercise at best, and a time-sink at worst.
The good news? It doesn’t have to be this way. Done well, one-to-ones can be your most valuable leadership tool — building trust, boosting morale, and helping you spot issues early.
Why one-to-ones often waste time in law firms
One-to-one meetings are a golden opportunity to strengthen relationships across your legal team. But without the right approach, they quickly become productivity black holes. Here’s why:
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Lack of structure
Without a clear agenda, one-to-ones often drift from topic to topic with little actionable outcome — and frequently run over time.
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Competing priorities
For many lawyers, one-to-ones feel like an interruption from client work. The pressure to serve clients and bill hours can make it hard to see the value in an internal check-in.
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Micromanagement and vague feedback
One-to-ones sometimes veer into micromanagement, or worse — result in vague, non-actionable feedback. Neither inspires loyalty or growth.
Sarah Murphy, GM of Clio International says it best: “One-to-ones should never feel like an obligation or a time sink. Done right, they’re a chance to build trust, spot challenges early, and keep your team energised. The key is respecting everyone’s time — have a clear purpose, focus the conversation, and always follow through.”
What a productive one-to-one should actually do
A well-run one-to-one offers much more than a simple status update. It’s a space to communicate openly, align on priorities, and catch small problems before they become big ones. Here’s what to aim for:
- Align on goals: Tie individual work to firm-wide objectives and keep the meeting focused.
- Boost communication and retention: Give team members a space to discuss challenges, career goals, and concerns — helping them feel heard and supported.
- Spot roadblocks early: Proactively identify workload issues or wellbeing concerns, and offer support before burnout strikes.
- Encourage openness: Create a psychologically safe environment where fee-earners can speak freely, knowing their feedback will be heard and acted upon.
Five tips for running better one-to-ones (that don’t drag on)
If you’re a practice manager, partner or team lead at a mid-market law firm, every billable minute counts. Here’s how to keep your one-to-ones sharp, focused and impactful:
1. Set a time limit (and stick to it)
Without a strict time limit, one-to-ones tend to expand indefinitely. Stick to 20 minutes for most check-ins — enough to cover what matters without derailing your day.
If conversations consistently run long, it’s likely your agenda is too ambitious or the discussion is going off-track. Tight time management in law firms is key to keeping leadership efforts sustainable.
2. Have a light agenda
An overly detailed agenda can slow things down, while no agenda leads to aimless chatter. Aim for two or three simple prompts, shared in advance: progress on key tasks; recent wins; and upcoming challenges
This helps both parties prepare and ensures a focused, productive conversation.
3. Ask the right questions
Don’t treat one-to-ones as a status update — use them to unblock, support, and motivate your team. Try asking:
- “What’s blocking you?”
- “What’s going well?”
- “What do you need from me?”
These questions foster open dialogue and signal that you’re there to help — not to micromanage.
4. Don’t cancel them (unless you’d cancel on a client)
When client work piles up, it’s tempting to cancel internal meetings — however, you must resist the urge. Cancelling one-to-ones signals to your team that they aren’t a priority.
A simple rule of thumb: if you wouldn’t cancel on a client, don’t cancel on your team. Your consistency builds trust and reinforces that leadership matters.
5. Keep brief notes
No need for a full transcript, but jot down key discussion points, action items and follow-ups. Notes help you track progress over time — and prevent important topics from slipping through the cracks.
Shared tools like OneNote, Google Docs, or even an email thread work perfectly well. The goal is to stay organised, not to create more admin.
Bonus: Tools to make it easier
Managing a busy legal team while hitting your billing targets is no small feat. Legal technology can help lighten the load — here’s how:
- Track performance and goals
Tools like Clio’s Law Firm Performance Dashboard gives you real-time insights on fee targets, case progress, and more — so you can prep for one-to-ones without digging through spreadsheets. - Free up time for leadership
Legal tech automates repetitive tasks like document management, billing and time tracking — giving you back time to focus on people management. - Simplify scheduling and communication
Shared digital agendas and check-in templates (via Outlook, Google Calendar, or Clio’s calendaring tools) ensure everyone is aligned and reduce back-and-forth.
Make every minute count
Short, focused one-to-ones are a lifeline for law firm leaders balancing leadership with fee-earning. By keeping these meetings brief and intentional, you’ll foster stronger relationships, better team performance, and a healthier firm culture.
Try this at your next check-in: set a 20-minute timer, follow a three-point agenda, and ask targeted questions. You might be surprised how much ground you cover — and how much your team appreciates it.
Discover how Clio helps you free up more time for meaningful leadership — while simplifying operations across your firm. Visit Clio to learn more.
