How To Run A Monthly Touch Base Meeting

Schedule a consistent date and time for monthly meetings, set a clear agenda ahead of time, facilitate open communication and participation, review prior actions, discuss updates, and plan next steps to effectively run a monthly touch base meeting.

A Monthly Touch Base Meeting is a scheduled gathering that typically occurs every month where team members, managers or various stakeholder groups in an organization come together to discuss progress, obstacles, plans, and strategies related to different work aspects. Its objective is to ensure everyone is aligned and updated about tasks, projects, or business goals. During these meetings, participants review the activities and achievements of the past month, identify challenges or issues encountered, and plan actions or strategies for the coming month. Regular touch base meetings like this facilitate clear communication, improving productivity and teamwork.

What is the purpose of a Monthly Touch Base Meeting?

The purpose of running a monthly touch-base meeting as a leader is to ensure effective communication and collaboration among team members. It provides an opportunity to review progress, address any challenges, set goals, and align everyone’s efforts towards the overall objectives. Regular meetings help build trust, foster transparency, and enhance team unity, resulting in improved coordination and productivity.

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

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Step 1: Setting a recurring agenda

A monthly touch base meeting should consistently address key topics such as department-level updates, team performance, setting strategic goals, and discussing crucial business issues. Establish this agenda and extend invitations through a shared calendar to all relevant stakeholders, ensuring everyone is aware and prepared for these routine discussions.

Our app, ZipDo, imports all meetings from your calendar and creates a collaborative workspace for each appointment. Here, you and your team can compile a shared meeting agenda, where all team members can add their topics. This ensures that meetings are much better prepared by everyone in your team, making your meetings more efficient. It also simplifies the preparation and follow-up of meetings.

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Step 2: Communications Prior to Meeting

Ensure to distribute a copy of the meeting agenda ahead of the scheduled date to all invitees, providing them with sufficient time to prepare appropriately for any slated discussions, presentations, or reports. This will allow them to contribute effectively during the meeting.

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Step 3: Encourage Participation

Promote active participation from every team member during meetings. This involves asking for their personal inputs and task updates, incorporating them into decision-making processes. Fostering such inclusivity encourages a sense of collective responsibility and leads to a more comprehensive discussion and informed decision-making.

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Step 4: Set Meeting Norms & Stick to the Timeline

To ensure effective meetings, establish shared understanding and guidelines regarding its conduct. This encompasses punctuality, respect for differing opinions, and no interruptions while someone is speaking. In addition, properly managing time is crucial – commence and conclude meetings promptly for maximum productivity.

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Step 5: Assign Responsibility for Note-Taking

Select an individual to meticulously record the meeting minutes, a crucial document capturing salient details like main decisions, actions required, individuals responsible, and expected completion timeframes. It’s their responsibility to disseminate these minutes promptly to all participants post-meeting, maintaining transparency and ensuring everyone’s on the same page.

With ZipDo, our software, your calendar meetings are seamlessly integrated into a dedicated collaborative environment. This space allows for the addition of meeting notes by any team member, enhancing the efficiency of meeting prep and follow-up, and bolstering team accountability.

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Step 6: Follow Up on Action Items

After the meeting, the leader must track and follow-up on the allotted tasks, which may include completing duties, initiating projects, or conducting research. This important step ensures team members are held accountable for their responsibilities and facilitates progress before convening again.

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Step 7: Review and Revise

Consistently evaluate the efficacy of monthly touch base meetings. If needed, adjust the agenda, participants, or structure to better cater to the team’s needs. In each ensuing meeting, guarantee that there’s an examination of tasks assigned in the previous meeting, promoting accountability and progress tracking.

Questions to ask as the leader of the meeting

1. “What were your key achievements since our last meeting?”
– To gauge the progress and accomplishments made by the team or individual team members.

2. “What challenges or obstacles did you face, and how did you overcome them?”
– To understand the difficulties encountered and how they were resolved, ensuring learning and growth opportunities.

3. “What are your goals and priorities for the upcoming month?”
– To set clear expectations and align objectives for the coming month, facilitating focus and productivity.

4. “Is there anything you need from me or the team to support your goals?”
– To provide necessary resources, guidance, or assistance to remove any barriers and enable optimal performance.

5. “How can I better support your professional development?”
– To identify and address opportunities for growth, skill enhancement, or mentorship, promoting personal and career progression.

6. “What feedback or suggestions do you have regarding our team’s processes or workflow?”
– To encourage open communication and insights for improving efficiency, collaboration, and effectiveness.

7. “Are there any concerns or issues that require immediate attention?”
– To address any immediate problems or conflicts promptly, ensuring a proactive and supportive work environment.

8. “How can we enhance communication and collaboration within the team?”
– To foster an open and cohesive work culture, promoting effective communication and shared decision-making.

9. “What are your thoughts on the current team dynamics and morale?”
– To assess the team’s overall satisfaction, motivation levels, and identify opportunities for boosting morale.

10. “Is there any other topic or area you’d like to discuss or bring to my attention?”
– To encourage open-ended dialogue and ensure that any pressing matters or overlooked topics can be discussed and addressed.

To prepare a monthly touch-base meeting agenda as a leader, start by identifying key topics that need to be addressed. Consider including an update on team goals, individual progress reports, upcoming projects, and challenges faced. Prioritize important items and allocate time for discussion. Send the agenda in advance to allow team members to come prepared.

How To Prepare For A Monthly Touch Base Meeting
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During a monthly touch-base meeting, it is important to discuss key updates and progress on ongoing projects, address any challenges or roadblocks faced by the team, review and analyze performance metrics, and set goals and targets for the upcoming month. Additionally, it is crucial to provide space for open communication and feedback among team members to foster collaboration and ensure everyone is aligned towards achieving the organization’s objectives.

See Our Monthly Touch Base Meeting Template
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Software tools to facilitate a Monthly Touch Base Meeting

Software helps leaders run monthly touch base meetings by providing a centralized platform to manage agendas, track action items, and capture meeting minutes. It enables leaders to set goals, assign tasks, and monitor progress throughout the month. With automated reminders and notifications, software streamlines communication, ensuring everyone stays on track and engaged.

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Conclusion

Conducting effective monthly touch base meetings is crucial in order to ensure cohesion, maintain communication, foster transparency and boost team productivity on an ongoing basis. Achieving effectiveness in these meetings requires careful planning, a clear agenda, setting objectives, involving all attendees, and adopting an open and interactive communication structure. Furthermore, the post-meeting follow-ups add value by addressing any concerns raised and acknowledging the resolved issues. With these strategies in mind, you should be equipped to run a successful monthly touch base meeting, thereby fostering not just a more engaged team but also a collaborative environment geared towards maximizing your organization’s potential.

Popular Questions

What is the purpose of a 'Monthly Touch Base Meeting'?

The purpose of a ‘Monthly Touch Base Meeting’ is to review progress and objectives, address any issues or challenges, and maintain regular communication between team members. It serves to ensure everyone is in alignment with company goals and strategies.

Who typically attends a 'Monthly Touch Base Meeting'?

Usually, ‘Monthly Touch Base Meetings’ involve all members of a given team or department. However, the attendees can vary and might include project managers, team leaders, and team members depending on the nature and scope of the projects.

What are the key elements of a successful 'Monthly Touch Base Meeting'?

The key elements of a successful ‘Monthly Touch Base Meeting’ include setting clear objectives, maintaining open and honest communication, keeping the meeting on track, and implementing actionable steps based on the discussions. Follow-up actions and supportive accountability are also important.

What length of time should a 'Monthly Touch Base Meeting' ideally take?

The length of a ‘Monthly Touch Base Meeting’ can depend on the number of attendees, the complexity of the issues being discussed, and the team’s ability to maintain focus. However, a good general rule is to aim for about 60 minutes.

What can derail the progress of a 'Monthly Touch Base Meeting'?

Factors that can derail a ‘Monthly Touch Base Meeting’ include lack of preparation, late start or finish, straying off topic, too much focus on minor details rather than strategic issues, lack of participant engagement, and absence of clear action items or follow-up plans.