How to Conduct a Meaningful 1-on-1 with Your Remote Staff

Remote and hybrid work is now a normal part of employment in Singapore, but many managers still run their one-to-one meetings the way they did in the office, or skip them altogether. Knowing how to conduct a meaningful 1-on-1 with your remote staff matters for engagement and retention, and also for keeping a clear record of how you manage performance, workload and flexible work arrangements. This guide explains the practical side and the Singapore rules that sit around it.

Who this applies to

This article is written for:

• Business owners and line managers who supervise staff working from home, from co-working spaces or on a hybrid schedule
• HR teams building a consistent check-in process across departments
• Employers of foreign employees on an Employment Pass, S Pass or Work Permit who work partly outside the office
• Start-ups and SMEs that have grown quickly and never formalised how managers and staff talk to each other

No Singapore law requires employers to hold 1-on-1 meetings. But a well-run 1-on-1 is often the easiest place to meet obligations that do exist, such as handling flexible work requests, monitoring working hours and documenting performance concerns fairly.

Key rules and requirements in Singapore

Several frameworks shape what a remote check-in should cover and how its records should be handled.

Tripartite Guidelines on Flexible Work Arrangement Requests

Since 1 December 2024, employers are expected under these Tripartite Guidelines to have a process for employees to make formal flexible work arrangement (FWA) requests, to consider each request properly, and to communicate their decision in writing within two months. A regular 1-on-1 is a sensible place to discuss how an existing arrangement is working and whether it needs to be adjusted, although a formal request should still follow your written process.

Employment Act hours and overtime

Working from home does not change the Employment Act. For employees covered by Part IV (generally workmen earning up to SGD 4,500 a month and non-workmen earning up to SGD 2,600 a month), normal hours are capped at 44 per week, and overtime must be paid at no less than 1.5 times the hourly basic rate. Remote staff who regularly log on late at night may be accruing overtime that nobody is tracking. A 1-on-1 is a practical point to ask about actual hours worked.

Work pass conditions

Under the Employment of Foreign Manpower Act, a work pass allows the holder to work in Singapore for the sponsoring employer, in the occupation approved by MOM. If an Employment Pass or S Pass holder starts spending long periods working from overseas, or their role has quietly drifted away from what was declared in the application, this has compliance implications. Regular conversations help you notice these changes early. Salary changes for pass holders should also be reflected accurately, particularly when renewals are assessed under the COMPASS framework.

PDPA and meeting records

Notes from 1-on-1s often contain personal data, including health matters, family circumstances and performance concerns. The Personal Data Protection Act 2012 (PDPA) requires you to use that data only for reasonable purposes, protect it, and not keep it longer than necessary. If you record video calls, tell the employee beforehand and store recordings securely.

Workplace fairness

The Tripartite Guidelines on Fair Employment Practices, and the Workplace Fairness Act passed by Parliament in January 2025, expect employment decisions to be based on merit. Consistent, documented 1-on-1s give you evidence that performance was discussed fairly and on the same basis for remote and office-based staff.

Step-by-step process

A meaningful 1-on-1 does not need to be long. Thirty minutes every two weeks is enough for most roles, provided the time is used well.

1. Set a fixed rhythm

Put a recurring slot in the calendar and protect it. If you must move it, reschedule rather than skip.

2. Let the employee own the agenda

Ask the employee to add topics to a shared document a day in advance. This signals that the meeting is for them, not a status report for you.

3. Start with the person, then the work

Open with a genuine question about how they are managing, not a scripted “how are you”. Remote staff can become isolated without anyone noticing. MOM’s Tripartite Advisory on Mental Well-being at Workplaces encourages employers to support employee well-being, and a manager who listens is often the first line of that support.

4. Cover workload and hours honestly

Ask what took longer than expected, what is blocking them, and roughly how many hours they are putting in. If the answer suggests regular overtime for an employee covered by Part IV of the Employment Act, address it: redistribute work or make sure overtime is recorded and paid.

5. Talk about growth

At least once a month, set aside time for development: skills they want to build, courses under SkillsFuture, or projects that would stretch them.

6. Agree actions and write them down

End with two or three agreed actions, each with an owner and a date. Record them briefly in the shared document. This gives both sides a reference point and forms a fair, contemporaneous record if performance ever becomes an issue.

Common mistakes to avoid

• Turning the 1-on-1 into a status update. Project progress belongs in team tools. The 1-on-1 is for things that cannot be said in a group channel.
• Cameras-off by default with no check-in. You need not insist on video every time, but some face-to-face contact, virtual or in person, helps you read how someone is really doing.
• Raising serious performance issues without warning. A disciplinary matter should follow your documented process, not surface abruptly in a routine meeting.
• Ignoring after-hours messaging. If the employee mentions answering messages late every evening, that is a workload and possibly an overtime question, not a sign of commitment to praise.
• Keeping notes in personal apps. Storing sensitive notes on a personal phone or unsecured drive creates PDPA risk.

Practical examples

Example 1: The hybrid analyst on an Employment Pass

A finance firm employs an analyst on an Employment Pass who works from home three days a week. During a 1-on-1, she mentions she has been asked to cover a regional client-facing role. Her manager flags this to HR, who checks whether the new duties still match the occupation approved by MOM and whether her salary remains appropriate ahead of her next renewal.

Example 2: The operations executive working late

An operations executive earning SGD 2,400 a month, and therefore covered by Part IV of the Employment Act as a non-workman, says in his fortnightly check-in that he has been clearing tickets until 11pm most nights. The manager reviews his workload, reassigns some tasks and makes sure the extra hours already worked are paid as overtime.

Example 3: The FWA review

A team member on a four-day compressed week raises in her 1-on-1 that the arrangement is working but she would like to shift her day off. The manager asks her to submit the change through the company’s formal FWA request process, so it is considered and answered in writing in line with the Tripartite Guidelines.

How Singapore Employment Agency can help

Good management habits and good compliance tend to reinforce each other. Singapore Employment Agency supports employers with:

• Employment Pass, S Pass and Work Permit applications, renewals and appeals
• Reviewing whether a pass holder’s changed duties or salary still align with MOM requirements
• Drafting flexible work arrangement policies and request processes
• Employee handbooks, Key Employment Terms and HR compliance reviews under the Employment Act
• Guidance on handling employee data in line with the PDPA

Frequently Asked Questions

Are employers in Singapore legally required to hold 1-on-1 meetings?

No. There is no statutory requirement. However, regular check-ins make it easier to manage obligations under the Employment Act, the Tripartite Guidelines on Flexible Work Arrangement Requests and the PDPA.

How often should I meet remote staff one-to-one?

Every one to two weeks suits most roles. New hires and staff going through change may benefit from weekly meetings for the first few months.

Can I record 1-on-1 video calls?

You can, but tell the employee in advance, explain why, and store and delete the recording in line with your PDPA policies.

Can an Employment Pass holder work remotely from overseas?

A work pass is issued for employment in Singapore. Short trips while working are generally manageable, but extended overseas working may raise questions about the pass. Seek specific advice before agreeing to long-term arrangements.

Key takeaways

• A meaningful 1-on-1 is short, regular, and led by the employee’s agenda
• Use check-ins to spot unrecorded overtime, workload problems and well-being concerns early
• Formal FWA changes should still go through a written process under the Tripartite Guidelines
• Watch for changes in a pass holder’s role, salary or location that affect MOM compliance

Requirements may change, so always check the latest guidance from MOM, IRAS or ACRA, or consult a professional adviser.

If you would like to find out more about how Singapore Employment Agency can assist with your work pass and employment compliance requirements, please get in touch with the team at [email protected].

Yours sincerely,
The editorial team at Singapore Employment Agency

Disclaimer: This does not constitute legal advice. If you require legal advice, please contact a lawyer.