How to Run a Touch Base Meeting (with Best Practices)
A touch base meeting is a crucial part of company culture, as it indicates an ethos of support. Whether they are conducted with a team or one-on-one between a manager and employee, these meetings help increase transparency, avoid misunderstandings, and identify problems before they arise.
In this blog, we will explain:
- What touch base meetings are (both team and one-on-one versions) and their benefits
- How to run a touch base meeting as a team leader
- How to have a touch base meeting as a manager
- Best practices for touch base meetings
Let’s get started.
What is a touch base meeting?
A touch base meeting is a brief, informal gathering between colleagues to share updates on the current status of ongoing projects for alignment. These meetings typically last 15-30 minutes, serving as a quick check-in to ensure everyone is on the same page.
Specifically, one-on-one touch base meetings with a manager hold the same purpose, but with an added focus on career development and employee wellbeing. This aims to build a strong relationship between the manager and employee, fostering open communication.
Unlike formal meetings, touch base meetings:
- Are more conversational
- Are more flexible (yet a loose agenda might exist to guide the conversation)
- Require less preparation
- Involve one-on-one check-ins or smaller, more focused groups
- Encourage spontaneous problem-solving and idea sharing
Touch base meetings are more beneficial when conducted regularly. The frequency can vary depending on the needs of the individuals, team and project: For example,
- If the project is more complex or has tight deadlines, weekly touch base meetings may be ideal.
- Bi-weekly or monthly meetings generally suffice for independent projects.
- Managers can have touch base meetings with employees according to the latter’s level of experience and workload.
5 Benefits of a Touch Base Meeting
Whether you’re a general manager or a team leader, we recommend you to utilize the power of a touch base meeting, as it offers several benefits:
- Less roadblocks: When individuals are aligned, they can identify problems earlier and solve them more quickly.
- Accountability: Regular check-ins help keep everyone accountable on their responsibilities and commitments.
- Morale: A touch base meeting is an opportunity to recognize achievements and progress, boosting morale both individually and collectively, leading to higher employee satisfaction.
- Team spirit: By providing consistent interaction, these meetings build trust among team members, and between managers and employees.
- Time-efficiency: By addressing issues early on, these meetings can prevent lengthy troubleshooting or rework later, saving valuable time overall.
How to Run a Touch Base Meeting as a Team Leader
If you need to organize and execute a touch base meeting as a team leader, following certain steps can help the meeting run smoothly and achieve its objectives. Here’s what you can do before, during and after the meeting for maximum success:
Before the Meeting
- Set clear objectives and create a loose meeting agenda. Define what you want to achieve and then outline the main topics to cover. Flexibility is essential in these kinds of meetings, so make sure you leave room for open discussion.
- Invite the right people to keep the meeting focused. Send the meeting invitation with the agenda and choose a time that works for all participants.
- Prepare the materials and environment. Gather all necessary documents, reports, or data that will be discussed during the meeting. Set up the meeting space with any needed equipment.
- Review previous touch base meetings. Refresh your memory on past discussions and action items to ensure continuity and track progress.
During the Meeting
- Start on time and with a warm-up. Begin promptly and acknowledge anything personal, such as a recent vacation, to create a positive atmosphere among participants.
- Briefly go over the agenda. List the main talking points and objectives of the touch base meeting to set the stage for updates.
- Discuss each agenda item. Keep the discussion focused but also allow for flexibility to address important topics as they arise. Identify potential roadblocks to mitigate risks and maintain project momentum.
- Take notes and assign action items. Document next steps and who is responsible. Set deadlines for each action item and use project management tools to organize tasks.
After the Meeting
- Send a follow-up email promptly with the meeting transcript and notes. Convert the meeting recording to text for accurate, detailed documentation. Summarize meeting notes for quick reference and action item tracking.
- Schedule the next touch base meeting. If relevant, propose a date and time for the next meeting based on discussed timelines.
- Track progress regularly. Monitor how action items are progressing and provide support or resources as needed to keep projects on track.
How to Have a Touch Base Meeting as a Manager
The steps for a one-on-one touch base meeting with an employee are similar to the ones mentioned above, but with some key adjustments for a more personalized experience. Here’s a breakdown:
Before the Meeting
- Set a goal together. Instead of solely defining objectives yourself, collaborate with the employee to set the meeting’s goal. This can be about work-life balance, career development opportunities, etc.
- Tailor the meeting agenda to the individual. Think about their recent performance, upcoming tasks, and any areas they might want to discuss.
- Prepare your notes. Review any previous performance metrics, direct reports or notes from previous meetings.
- Choose a quiet, private location. Make sure the employee feels comfortable to share openly.
During the Meeting
- Start positively. Begin with a friendly greeting, and acknowledge any achievements or positive developments since your last meeting.
- Review the agenda. Outline the topics you are going to discuss, such as progress on goals, challenges faced, etc.
- Listen actively to the employee. Ask open-ended questions to encourage them to elaborate on their thoughts and problems.
- Provide support. Offer constructive feedback to help the employee excel in their role and share practical solutions to overcome roadblocks.
- Set measurable, realistic goals. Discuss how these goals fit into the broader organizational objectives.
- Document action items. Clearly record action items, decisions made, and any commitments from both parties.
After the Meeting
- Send a personalized follow-up email. Highlight key points you both agreed upon, and mention any resources you offered to support the employee.
- Schedule future touch bases. Set a timeframe for the next one-on-one touch base meeting depending on the employee’s needs and workload.
Best Practices for Touch Base Meetings
| Category | Best Practices |
|---|---|
| Team Leaders (Group Touch Bases) | Facilitate discussion but don’t dominate. Encourage participation from all team members. Use visuals to enhance communication. Utilize shared documents or other visual aids to improve clarity. Stay updated. Keep yourself informed about industry trends relevant to the team’s work. |
| Managers (One-on-One Touch Bases) | Be a role model. Set a positive example by demonstrating the behaviors you expect from the employee. Ask for feedback on your management style. Learn how you can support the employee better. Emphasize work-life balance. Discuss strategies to manage workload and promote personal wellbeing. |
| Employees | Come prepared. Review the agenda beforehand and prepare the questions you have. Respect others’ input. Acknowledge and build upon ideas shared by colleagues. Seek clarification if needed. Request additional information or context to fully understand topics. |
| All | Be punctual. Start and end the meetings on time to respect everyone’s schedule. Be prepared to adjust. Show flexibility to adapt to changing topics and priorities. Silence electronic devices. Avoid checking emails or social media during the meeting. |
Frequently Asked Questions
What is the title of a touch base meeting?
Touch base meetings generally don’t have a format title on a calendar invite as they are often informal. “Catch-Up Meeting”, “Quick Sync”, “Project [Project Name] Check-in” are some popular options. You can also use a more descriptive title like “Brainstorming Session for [Project Name]” or “Follow Up on [Previous Discussion]”.
What is a good subject line for a touch base meeting invite email?
This depends on what you want to emphasize. For example, you can say “Let’s Discuss [Topic]” if you want to encourage engagement, “Following Up On [Previous Discussion]” if you want to remind the context, or “Weekly Update Meeting” to highlight regular progress. Just make sure you keep the subject line short and sweet, and avoid urgency until truly necessary.
What do you say in a touch base meeting with manager?
In a touch base meeting with your manager, you can talk about your workload, progress, and any roadblocks you’ve encountered along the way. You can also mention your career aspirations and express interest in new opportunities if you’re looking for a new challenge. Lastly, don’t forget to thank your manager for their time and support.
How do you touch base with a new boss?
If you’re having a touch base meeting with a new boss, first introduce yourself and briefly go over your background. Prepare some thoughtful questions about your role, team, and the overall company goals. Finally, thank your boss for their time and reiterate your desire to contribute to the team’s success.
What is the first touch base with a new employee?
The first touch base with a new employee is a 15-30 minutes informal session where you introduce yourself, discuss their role and responsibilities, answer their initial questions, and go over the onboarding process. It is better if you have this meeting within the first week of the employee’s start date. This will help them feel welcomed and supported from the beginning.
Summary
This blog covered the essential steps on how to run an effective touch base meeting for team leaders and managers. It also shared the best practices for both parties as well as employees/participants in the meeting.
Before finalizing, let’s check our 5 key takeaways for touch base meetings:
- Having these meetings regularly can help you track project progress and employee wellbeing in a much better way.
- Flexibility matters, so make sure you have a meeting agenda but also leave room for open discussion and arising issues.
- If you’re a manager, tailor the agenda to the employee you’re meeting with.
- Don’t let the meeting drag on, as it can lead to loss of focus and productivity. 15-30 minutes is generally ideal.
- Always respect others’ input and contribute to ideas offered by colleagues.
By embracing these takeaways, you can make most of your touch base meetings, and build a supportive and productive work environment.
