How To Run A HR Touch Base Meeting

Run an HR touch base meeting by setting clear objectives, encouraging communication, addressing employee concerns, discussing performance and improvements, and keeping an open, engaging environment to foster positive relationships.

A HR Touch Base Meeting is a scheduled, recurring conversation between a Human Resources representative and an individual employee or team. It is designed as a platform for discussing a range of HR-related topics such as job performance, developmental goals, career aspirations, challenges or issues in the work environment, policy updates, and overall employee wellbeing. The goal of such meetings is to establish open communication lines, build stronger relationships, facilitate feedback exchange, enhance employee engagement, and hence proactively address potential issues to foster a positive workplace culture.

What is the purpose of a HR Touch Base Meeting?

The purpose of running a HR touch-base meeting as a leader is to foster open communication, ensure a clear understanding of employee needs and concerns, provide guidance and support, address any issues or challenges, align goals and expectations, and strengthen the relationship between the leader and the team members.

How To Run A HR Touch Base Meeting: Step-By-Step


Step 1: Set Up the Meeting

This process involves carefully choosing an appropriate date, time, and spot for the meeting. Once that is established, prepare a calendar invitation targeting the HR team or the specific individual(s) expected to attend. The invite should include a concise, clear summary of the meeting’s objectives and anticipated outcomes in the event description, providing clarity and allowing the participants to prep accordingly.

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Step 2: Creating the Meeting Agenda

Start by compiling a comprehensive list of topics or issues that you wish to discuss during the touch-base meeting. This can cover a broad range of points from updates on talent acquisition and benefits administration to revisions in policies or addressing specific employee-related matters. Make sure to send this agenda in an email to all the participants before the meeting, providing them adequate time to prepare and come equipped with related questions or points for the discussion.

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Step 3: Attendee Preparation

All attendees anticipated at the upcoming meeting must adequately review the agenda, alongside any additional pre-meeting materials provided, to guarantee their readiness to participate constructively in the dialogue. Their preparation should include a summary of updates, any queries, plus concerns relating to the subjects that are scheduled to be discussed.

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Step 4: Meeting Facilitation

The designated meeting leader’s role is manifold; they are to steer the conversation in accordance to the set agenda, generate participation, make certain everyone’s viewpoints are considered, monitor time to prevent unnecessary extensions, and expedite decision-making procedures whenever required, ensuring an effective and productive discussion.

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Step 5: Discussed Topic Documentation

All crucial aspects touched upon during a meeting should be accurately recorded- including key points, mutual agreements, disagreements, and action plans. This task could be assigned to a dedicated note-taker, or shared among participants, fostering collective responsibility and ensuring a comprehensive record of proceedings.

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Step 6: Follow-Up

After the meeting, it’s critical to circulate meeting minutes to all attendees and other pertinent individuals. These minutes should encapsulate the key points, any decisions taken, and future course of action, along with the assigning of responsibilities and setting deadlines. This process supports transparency, accountability, and facilitates follow-ups.

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Step 7: Execution

Once tasks and decisions have been agreed upon during the meeting, it is crucial for the team or individuals to subsequently execute them. Continuous updates on the progress should be shared, ideally during the subsequent touch-base meetings, to ensure transparency and maintain momentum towards the set objectives.

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Step 8: Regularly Scheduled Future Meetings

Touch base meetings with HR are usually frequent. After each meeting, actively schedule the following one, adjusting the conversation points and agenda to address evolving needs. It’s critical to calibrate meeting frequencies to align with your goals and foster transparent, efficient communication, thus streamlining HR issues resolution.

Questions to ask as the leader of the meeting

1. “How are you feeling about your current workload and responsibilities?”

Explanation: This question helps the leader gauge the employee’s workload and stress levels. It allows them to understand if the employee is overwhelmed or if there is potential for additional tasks to be delegated.

2. “Do you have any concerns or challenges that are hindering your productivity or engagement?”

Explanation: This question gives the employee an opportunity to express any obstacles they may be facing. It helps the leader identify potential issues and provides an opportunity for problem-solving and support.

3. “What goals or objectives are you currently working on, and how can I assist you in achieving them?”

Explanation: This question prompts the employee to share their current goals and objectives. It demonstrates the leader’s interest in supporting and helping them succeed by offering assistance or resources if needed.

4. “Are there any training or development opportunities you would like to pursue?”

Explanation: This question focuses on the employee’s professional growth and encourages them to express their desire for additional training or development. It shows the leader’s dedication to investing in their employee’s career progression.

5. “Are you receiving the necessary feedback and guidance to excel in your role?”

Explanation: This question allows the leader to assess the effectiveness of their feedback and coaching approach. It also serves as an opportunity for the employee to communicate their needs for improvement or clarification.

6. “Is there anything you would like to suggest or discuss regarding our team dynamics or communication?”

Explanation: This question opens up a conversation about team dynamics and communication. It allows the employee to address any concerns, suggest improvements, or offer insights for better teamwork.

7. “Do you have any ideas or suggestions for improving our work processes or operations?”

Explanation: This question encourages the employee to share their ideas for enhancing work processes or operations. It demonstrates that their input is valued and promotes a culture of innovation and continuous improvement.

8. “What can I do as your leader to better support you and your professional growth?”

Explanation: This question shows the leader’s commitment to supporting the employee’s growth and creates a space for them to express any specific needs or expectations they have from their leader.

9. “Is there anything else you would like to discuss or bring to my attention?”

Explanation: This question gives the employee the opportunity to bring up any additional topics or concerns that may not have been covered in the discussion. It ensures that all important matters are addressed and provides a sense of openness and accessibility from the leader.

To prepare an effective HR touch base meeting agenda as a leader, start by clearly defining the purpose and objectives of the meeting. Identify the key topics or issues to discuss, and set a realistic timeline for each item. Consider including updates on HR initiatives, employee performance reviews, feedback, and any upcoming HR-related changes. Lastly, provide attendees with the agenda prior to the meeting to ensure everyone is prepared and engaged.

How To Prepare For A Hr Touch Base Meeting
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Topics that should be discussed during an HR touch-base meeting include updates on employee performance and goals, any concerns or issues raised by employees, training and development opportunities, upcoming company events or initiatives, and feedback on HR processes and policies.

See Our Hr Touch Base Meeting Template
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Software tools to facilitate a HR Touch Base Meeting

Software helps leaders run HR touch-base meetings efficiently by providing a streamlined platform for scheduling, organizing, and documenting discussions. It facilitates better communication and collaboration among team members, automates reminders for upcoming meetings, and tracks action items and progress. With software, leaders can easily review past meetings, access relevant data, and make informed decisions to improve employee engagement and productivity.

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The importance of proficiently running HR touch base meetings cannot be overstated. They not only assist in boosting internal communication within an organization, but also contribute significantly to employee engagement, satisfaction, and performance. With the tips provided in this blog, you should be able to run HR touch base meetings more effectively, addressing individual needs while promoting a positive working environment. Remember, the core goal is to ensure everyone’s voice is heard, bridging any gaps between HR and other teams. Regular, well-structured touch base meetings are the lubricant that keeps the operational gears of an organization turning smoothly.

Popular Questions

What is the primary purpose of an HR touch base meeting?

The main goal of the HR touch base meeting is to connect with employees on a regular basis to discuss their work progress, address any concerns, and nurture a healthy work environment. It’s a chance to provide feedback, discuss career goals, and improve the overall employee experience.

How often should HR touch base meetings be held?

The frequency of HR touch base meetings can vary depending on the organization’s size, culture, and the specific needs of employees. However, it’s a good practice to hold them at least monthly or quarterly.

Who typically attends an HR touch base meeting?

Generally, HR touch base meetings are attended by Human Resources personnel and the employee(s) they’re checking in on. However, depending on the topics discussed, a supervisor or manager may also be asked to attend.

How can I prepare for my HR touch base meeting?

Ahead of your HR touch base meeting, it might be beneficial to reflect on your work progress and concerns, your career goals, and any issues you’ve come across. Prepare a list of topics you wish to discuss. Being proactive will ensure you get the most out of these meetings.

What happens during an HR touch base meeting?

The HR representative and the employee will discuss a variety of topics including performance feedback, career goals, issues or concerns in the workplace, and potential learning and development opportunities. The main aim is to ensure the employee feels supported and heard.