How to Conduct a Touchbase Meeting

Define the Purpose and Structure

A touchbase meeting is a focused, informal check-in between a manager and their team or an individual employee. To make the most of this time, start with a clear structure and purpose. Will you focus on project progress, address challenges, or provide feedback? Set an agenda that includes essential talking points to maximize productivity.

Schedule Regularly and Keep it Brief

Consistency is key. Scheduling these meetings weekly or bi-weekly helps ensure team alignment while keeping problems from growing too large. Keep them brief, around 15-30 minutes, to avoid burnout and maintain engagement.

Encourage Two-Way Communication

Make touchbase meetings a safe space for employees to voice concerns and share wins. Encourage open dialogue by asking direct questions, like “What’s your biggest challenge right now?” or “How can I support you better?” By listening actively, you’ll get the feedback you need to remove barriers and boost morale.

Focus on Actionable Items

During a touchbase meeting, identify concrete next steps to follow up on later. Whether it’s delegating a new task, setting up a training session, or refining project timelines, every meeting should yield a clear action plan. Document these tasks and review them regularly to track progress.

Adapt to Remote Work

For remote teams, the principles remain the same. Make sure video calls are free of distractions and use collaboration tools like shared documents to follow up. Emphasize building a genuine rapport with remote employees by adding a quick “catch-up” question at the start.

For more valuable insights into these meetings, explore this resource on effective touchbase meetings and elevate your team’s communication.

Evaluate and Adjust

After several meetings, evaluate what’s working and what’s not. Are employees more engaged or still hesitant? Adjust your approach as needed, keeping the overall goal of better collaboration in mind.