Implementing a 1:1 Coaching Program in Your Hospital

By Caleb Sutton

One of the greatest privileges of leadership is the opportunity to invest in our people, to help them reach their potential and find fulfillment, joy, and meaning in work. Our people need to be a part of a culture that supports and strengthens them. This month, I am providing a simple, practical framework for building stronger relationships, improving communication, and helping every team member thrive. My hope is that this resource gives you something both useful and actionable as you continue shaping a healthy, resilient workplace.

Creating a positive, stable, and people-centered culture in a hospital or any other organization is no small task! You find yourself constantly balancing financial pressures with the desire to build a workplace where your team members feel valued, supported, and engaged. And yet, even with a mission statement and annual performance reviews, the results you're looking for are evasive: the financial pressures haven't gone anywhere and your team members are still struggling.

Maybe it isn't a panacea, but I have learned in over a decade of leadership that making 1:1 coaching a part of your organization's DNA truly can bridge this gap. Integritas has done this and we've succeeded in creating an environment that causes people to thrive and grow, finding greater meaning and purpose in life and healthy relationships at work. The great news? If we can do it, so can you!

What a 1:1 Coaching Program Is—and Why It Matters

A 1:1 coaching program is a consistent, structured, recurring meeting between a leader and each team member. It becomes a cultural habit, something predictable, trusted, and integral to your organization’s life.

Key Purposes of a 1:1 Coaching Program

• Provide every team member with focused, individualized attention from their leader

• Strengthen the relationship between leaders and their team members

• Establish a reliable venue for clarity, feedback, and support

• Foster continuous professional and personal growth

• Improve the overall workplace “feel”—building a culture that is energized, collaborative, and positive

When implemented well, these regular conversations become one of the most effective tools for creating a healthier, more relational workplace culture.

What Does 1:1 Coaching Accomplish?

1. Demonstrates Caring

A structured 1:1 meeting communicates to team members that their leaders genuinely care about their wellbeing. This “quantity and quality” time builds trust and opens the door to conversations that wouldn’t happen otherwise. When we engage in 1:1 coaching, we’re not focusing on “results” and productivity; instead, we’re focusing on helping our people (which, in turn, helps our organizations!).

Examples of what staff may bring to these meetings:

• Concerns about a coworker or interpersonal conflict

• Feelings of burnout or decreased motivation

• Wins, achievements, or new ideas

• Personal updates that help leaders better understand their life experience

2. Provides Clarity

Team members crave clarity—around performance, organizational changes, job security, expectations, and compensation (!). A 1:1 coaching structure ensures they get clarity consistently.

Areas where staff often need clarity:

• Their job performance and contribution

• Hospitalwide changes or system partnerships

• How compensation, raises, or bonuses work

3. Ensures Timely Feedback

When we limit feedback to annual evaluations, issues are brought up months too late. Continuous monthly feedback allows leaders to address challenges in real time and provide encouragement as growth happens.

Two-way feedback is essential:

• Leaders provide guidance and constructive feedback

• Team members offer input on leadership effectiveness and areas where they need more support

4. Facilitates Growth

Through goal setting, reflection, and accountability, team members begin to see measurable personal and professional development. Growth is not always vertical—sometimes becoming more effective in a current role is the win. The goal here is not that every team member must climb a ladder. Instead, the goal is that every team member is fulfilled and able to contribute something valuable to the team (and, by so doing, feels great about themselves and what they can be and do).

5. Provides Insight

Our team members know what is truly happening “on the ground.” These meetings give leaders invaluable insight into workflow challenges, cultural trends, and opportunities for improvement—making them endlessly more valuable than formal surveys.

How to Structure a 1:1 Coaching Program in a Hospital Setting

Meeting Logistics

• Frequency: 10 months out of the year (allowing flexibility during busy seasons)

• Session Length: 1–2 hours per team member

• Setting: A private, quiet, confidential space—office, coffee shop corner, or other low distraction areadistraction area

• Participants: The leader/manager and direct report only

These sessions must be both consistent and protected time. Rescheduling should occur only when absolutely necessary.

What if I have a lot of direct reports?

Before moving forward, it’s important to address a common concern: What if you have a large number of direct reports? This situation is especially common in hospital settings—an ED Nurse Manager, for example, may oversee 20 or more team members. So the question becomes: Can 1:1 coaching still work in that environment? The short answer is yes. It may require some adjustment, but it’s absolutely possible and still highly beneficial.

You can scale the structure to fit your reality—especially when managing several PRN team members—and still create meaningful connection and accountability. In some cases, it may prompt a deeper look at your organizational structure to ensure leaders are set up for success.

Key points to consider:

• 1:1 coaching can work even with many direct reports—you may just need to adapt the rhythm.

• Consider meeting every other month or shortening the length of each session.

• A reduced-frequency coaching program is still far better than having no coaching at all.

• If leaders consistently manage 10+ full-time employees, it may be worth evaluating whether that structure truly supports effective leadership.

What to Include in Every 1:1 Coaching Meeting

Using a consistent agenda helps ensure discussions are balanced, productive, and meaningful. 

Core Agenda Items

• Welfare Check: How are things going at home and work?

• Clarity & Questions: What’s unclear or causing frustration?

• Two Way Feedback: What feedback do both parties have for one another?

• Growth & Development: Review goals, progress, opportunities, or training needs

• Development Plan Review: Track annual professional goals

• Open Conversation: Any concerns, ideas, or questions the team member wants to raise

Why Note Taking Matters

Leaders should take written notes for continuity, accountability, and future reference—these notes support consistency but are not disciplinary documents.

Getting Started: Steps for Hospital Leaders

1. Create a Coaching Agenda Template

Work with HR to build a template tailored to your hospital’s culture and needs.

2. Build Leadership Alignment

If you don’t have the authority to implement organizationwide, bring the idea to those who do. Share the template, research, and potential impact.

3. Pilot the Program

Start with one direct report or one department. Evaluate and refine before scaling.

4. Implement Hospital Wide

Roll out the program gradually, ensuring leaders are trained, supported, and equipped.

Final Thoughts: Building a Legacy of Strong Culture

Hospitals are more than healthcare institutions—they’re institutional pillars in their communities, often the heart of a small or rural community providing employment for hundreds of people. A well designed 1:1 coaching program empowers leaders to invest not only in today’s challenges but in longlasting cultural health not only for their hospital but also for the community their hospital serves. By building stronger relationships, improving clarity, and fostering growth, hospitals can create a workplace where team members thrive and patient care flourishes.

Implementing a 1:1 coaching program is not just an operational decision—it’s a leadership investment that will serve your team, your organization, and your community for years to come.

If you would like help implementing a 1:1 coaching program in your hospital, please contact me at csutton@integritasproviders.com. I would be delighted to talk with you about your specific challenges and how 1:1 coaching might be help. Here’s to a phenomenal year of leadership and growth ahead!