How to Run 1-to-1 Meetings with Your Property Management Team

Imagine a 17-year-old receptionist thrown into the property management world with zero training. She floated aimlessly for three months because no one asked, listened, or checked in. That is the real cost of skipping structured connection. Without regular 1 to 1s, your team flounders. This is not micro-management. It is about clarity, connection, and support.

The Value of Connection in PM Teams

Great 1 to 1 meetings do more than follow process. They build trust, support, and accountability. They stop tiny issues from exploding into big mistakes by giving team members confidence and leaders clarity. As Leapsome notes, “structured conversations nurture meaningful progress on goals, performance, and career development,” and that clear agendas make meetings far more productive. Without regular check-ins, training responsibility becomes vague, and performance and morale drift.

Cadence: How Often and Who Runs Them

Frequency depends on experience:

• Weekly for new or junior team members.

• Fortnightly for more experienced property managers.

Who runs them matters more than how often. They should be conducted by the person directly responsible for training or supervising, not passed off to someone else.

Structure: What to Cover in a PM 1 to 1

A tailored agenda turns check-ins into action. For Property Managers, cover:

• Messages older than two days.

• Overdue tasks.

• Vacate inspections pending or completed.

• Outstanding bond issues.

• Routine inspections and issue closures.

• Maintenance jobs logged, closed, and outstanding.

• Leasing pipeline: entry inspections, open homes, lease renewals with a 90-day, 30 to 60-day timeline.

For all roles, include:

• Career development progress such as training, LAiRE Academy modules, and mentoring goals.

• Any roadblocks preventing performance.
  

Career Development in 1 to 1s

Every meeting should include a forward-looking discussion. Training is not a “one day when I have time” action item. It is mapped. Use a 6-month development plan to guide the conversation. For instance, LAiRE Academy gives structure and clarity to your PM’s development whom are new to the industry so training is embedded, not forgotten.

How AI Can Support Leaders in 1 to 1s

AI tools like our Onboarding Assistant by LAiRE can help by:

• Act as your meeting note-taker — capturing key actions, tracking follow-ups, and freeing you up to focus on coaching.

• Generating role-specific agendas ahead of time.

• Tracking progress with automated reminders such as overdue tasks or expiring leases.

• Freeing leaders to focus on coaching, not admin.
  

Backing from Research

Leapsome highlights that 1 to 1s “deepen engagement, promote employee satisfaction, strengthen manager-report relationships — ultimately, boosting performance and increasing employee retention.”

Weekly check-ins also drive engagement. Gallup found engagement is highest among employees who meet with their managers at least once a week. Regular connection is not optional. It is foundational.

Proof Point: Beau’s Experience

When I owned Beautique Realty, structured 1 to 1s brought real results. Inbox overwhelm eased, training became focused, teams calmed, and performance improved. That is the credibility of 25 years in real estate, turned into clear, measurable outcomes.

1 to 1 meetings are not a luxury. They are the foundation of performance and retention. If you want a clear framework for meetings and development planning, weave it into your team model.

Schedule a consultation now to design your team’s 1 to 1 framework, or enrol your new Property Manager into LAiRE Academy for structured development.