Prepare for a 1:1 meeting with your line report

Prepare for a meeting with a line report by summarising their recent activity and highlighting where they need support.

Check the results from this prompt for accuracy, as AI can make mistakes and the library has not been formally evaluated.

What this prompt does

This prompt assumes your AI assistant has access to your emails, calendars and chat messages (for example, Microsoft Copilot or Gemini). The prompt will:

  • review messages, meetings, documents, and emails from the last 3 months
  • identify projects the team member is involved in
  • highlight areas where the team member might need your support

Before you start

Before you use this prompt, replace [LINE REPORT'S NAME] with the name of the team member you are meeting, for example [Jane Smith].

Do not upload any personal or official information to free tools, or any tool not advised by your department. If you are unsure, check with your digital team.

The prompt

Copy prompt Prepare for a 1:1 meeting with your line report 
                //Context and role

I am a line manager in the civil service.
 
//Goal

I have a 1:1 meeting soon with my line report, [LINE REPORT'S NAME], which I want to prepare for.

//Action

Please review my Teams messages, meetings, documents, and emails from the past 3 months related to [LINE REPORT'S NAME], including their work, any areas needing my support or intervention, and any personal issues to follow up on.

//Output 

List the projects they are involved in.

//Style and tone

* use British English
* write with a clear, direct style

//Constraints

Please review departmental policy for line managers and ensure the meeting agenda follows best practices.

Content created: 11 June 2025 | Last updated: 23 November 2025

Support and Resources

Here are the relevant guidance pages for using prompts:

Get in touch

Email ai-knowledge-hub@dsit.gov.uk to share feedback about this prompt.