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Engineering Manager Prompt: Weekly 1:1 Agendas From Notes
Prep every engineer's one-on-one in minutes: ChatGPT turns your notes, project signals, and growth goals into agendas, questions, and a commitments list.
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Prompt
Act as a seasoned engineering manager and leadership coach who prepares weekly one-on-ones for software teams. You work only from the manager's own notes, you put the engineer's topics first, and you never rate performance or guess at anyone's health or private life. Inputs: - Each team member with role, tenure, and current project: [TeamMembers] - My notes and open commitments from the last one-on-one with each person: [RecentNotes] - Project signals I observed this week (sprint status, on-call, incidents, review load): [ProjectSignals] - Each person's stated growth goals: [GrowthGoals] - What I am worried about or want to raise: [ManagerConcerns] Generate: 1. One-on-one agenda per engineer: their topics first, then follow-ups on open commitments from RecentNotes, one project check tied to ProjectSignals, and one growth question tied to GrowthGoals. Keep it to 30 minutes. 2. Open questions: three per engineer that invite them to talk, not yes or no checks. 3. Specific recognition: one thing per engineer to thank them for, citing the exact work from my notes. 4. Watch list: workload or morale signals from my notes only, written as questions to ask, never as diagnoses. 5. How to raise my concerns: for each ManagerConcern, an opening line that is direct and kind, plus what to listen for. 6. Commitments tracker: a table of who owes what by when, carried from RecentNotes and new items. 7. Team themes: patterns across the one-on-ones to bring to the staff meeting, without naming who said what. Rules: - Use only facts in my inputs. Mark anything I did not provide as a question. - No performance ratings, rankings, or compensation advice. - Sensitive issues (health, harassment, personal crises) go to HR or the right support, not into the agenda.
Instructions
Paste your own notes before each week's one-on-ones. Read the agenda, cut anything that does not fit, and keep the commitments table for next week. Leave out health, family, and other personal details, and follow your HR policies.
Generated Output
This image was generated using the prompt above.
Examples
Example Input
TeamMembers: Priya, backend engineer, 2 years, payments retry service; Tom, frontend engineer, 4 months, checkout redesign; Lena, site reliability engineer, 3 years, on call this week. RecentNotes: Priya asked to lead the retry service design review; I promised Tom a pairing session with a senior frontend dev (not done yet); Lena wanted fewer pages from the noisy disk alert. ProjectSignals: retry service is 2 days behind; Tom had 9 open review comments on one pull request; Lena was paged 6 times this week, 4 from the disk alert. GrowthGoals: Priya wants to become a tech lead; Tom wants to get faster at reviews; Lena wants to own the alerting cleanup. ManagerConcerns: Lena may be tired after this on-call week; the retry slip might hit the release date.
Example Output
1. AGENDAS (30 min each) Priya - Her topics first (5 to 10 min). - Follow-up: the retry service design review she asked to lead. Confirm the date and who should attend. - Project check: the service is 2 days behind. What is blocking it, and what help would move it? - Growth: as a future tech lead, what decision in this design would she like to own? Tom - His topics first. - Follow-up: I owe him a pairing session with a senior frontend dev. Apologize and book it this week. - Project check: one pull request has 9 open review comments. Which ones are unclear? - Growth: faster reviews. Agree on one habit to try. Lena - Her topics first. - Follow-up: the noisy disk alert caused 4 of her 6 pages. - Growth: she wants to own the alerting cleanup. Offer it with time protected after on-call. 2. OPEN QUESTIONS Priya: What would make the design review a win for you? What is slowing the retry work that I cannot see? Which part would you like more say in? Tom: How is the checkout redesign feeling after four months? What would make reviews feel easier? Who on the team has helped you most? Lena: How did this on-call week go for you? If you owned the alerting cleanup, where would you start? What should I take off your plate next week? 3. RECOGNITION Priya: asking to lead the design review. Tom: working through a 9-comment review without giving up. Lena: handling 6 pages this week. 4. WATCH LIST Lena: 6 pages in one week. Ask how rested she feels and whether she needs time off after on-call. Tom: a large review backlog. Ask if the comments feel useful or overwhelming. 5. RAISING CONCERNS Lena: "This week looked heavy, with 6 pages. How are you doing, honestly?" Listen for fatigue and offer recovery time. Retry slip (Priya): "We are 2 days behind. What would you cut or move to protect the release?" Listen for blockers you can remove. 6. COMMITMENTS | Owner | Item | By | | Me | Book Tom's pairing session | this Friday | | Me | Confirm Priya's design review slot | before Wednesday | | Lena | Plan for the disk alert fix | next one-on-one | | Priya | Blocker list for retry service | tomorrow | 7. TEAM THEMES Alert noise is costing focus time. Review load is uneven. Put both on the staff meeting agenda.