How To Run A Weekly Touch Base Meeting

Conduct a weekly touch base meeting by setting a clear agenda, encouraging open communication, tracking progress on previous tasks, and assigning new tasks, while keeping the discussion engaging and concise.

A Weekly Touch Base Meeting is a routine discussion held by teams or between managers and their subordinates designed to discuss successes, challenges, updates, and progress towards goals. This meeting, which occurs on a weekly basis, allows for regular communication and engagement within the team, leading to better alignment, greater productivity, and improved teamwork. It ensures that all team members are on the same page, that any issues are promptly addressed, and that everyone understands their role and responsibilities for the upcoming week. It’s a proactive communication tool to ensure continuous alignment and effective execution of tasks and projects.

What is the purpose of a Weekly Touch Base Meeting?

Running a weekly touch base meeting as a leader serves the purpose of fostering open communication, fostering team collaboration, and ensuring alignment with goals and objectives. It provides an opportunity to address challenges, provide feedback, and keeps everyone informed about the progress of important projects.

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

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Step 1: Planning the Meeting

The first step is discerning the meeting’s purpose and goals. From there, determine necessary discussion topics and select participants who can best contribute. Construct a comprehensive meeting agenda, covering all pertinent points, and distribute this to all attendees in advance, allowing them ample time to prepare and potentially contribute in a more meaningful manner.

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Step 2: Scheduling the Meeting

Ensure you choose a suitable date and time for the meeting, taking into consideration the schedule of all participants. Distribute calendar invites, which should include vital meeting details like the venue or remote meeting link if applicable. Make sure this is done well in advance to avoid scheduling conflicts.

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Step 3: Conducting the Meeting

Initiate the meeting promptly to honor everyone’s time commitments and show respect for their schedules. Keep the pace of the meeting in check and guide it with a pre-distributed agenda, ensuring all critical topics are covered. Actively facilitate conversation to engage all attendees, promoting open communication and productive dialogue. Lastly, demonstrate efficient time management to maximize productivity and prevent unnecessary holding over that could potentially disrupt everyone’s daily tasks and duties.

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Step 4: Discussing Agenda Points

In this pivotal stage of the meeting, every topic or issue originally identified during the initial planning phase must be methodically covered. It is critical to create an environment that encourages all attendees to actively participate. This diverse perspective grants individuals the space to share their thoughts, voice specific worries, propose innovative solutions, or initiate relevant discussions. Ensuring everyone contributes and that their points are taken into account fosters comprehensive understanding and collaborative decision-making.

ZipDo, developed by our team, serves as a bridge between your calendar and a collaborative workspace designed for each meeting. It encourages the compilation of a shared agenda, with inputs from all team members. This collective effort ensures better-prepared meetings, leading to enhanced productivity and streamlined meeting management.

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Step 5: Decision Making and Action Planning

After thoroughly discussing all agenda items, it’s crucial to definitively determine any decisions or action plans. This encompasses tasks such as assigning specific responsibilities to team members, setting clear and achievable deadlines, framing strategic action steps, or achieving consensus on future tasks. Ensuring clarity and accountability aids in effectively moving projects forward.

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Step 6: Closing the Meeting

In order to properly wrap up a meeting, you need to provide a succinct summary of the key issues that were discussed, along with any decisions made during the conversation. After that, ensure each participant is aware of their individual responsibilities and roles as the project progresses. This confirmation will avert any potential confusions, and secure a smooth progression towards your shared goal.

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Step 7: Sending Meeting Minutes

Once the meeting concludes, create an exhaustive report that outlines the discussion points, decisions taken, and future actions. Ensure circulation of this document among all participants to serve as a handy reference tool, fostering unified understanding and alignment in the team’s direction and objectives.

Our application, ZipDo, simplifies the process of generating meeting minutes. Meetings from your calendar are automatically imported and categorized into channels within the app. You can invite your team to these channels, ensuring they have meeting access. Once minutes are posted in the channel’s workspace, they become instantly accessible to all members, ensuring team-wide updates.

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Step 8: Follow-up

After a meeting, it is critical to monitor the progress of decided action points. If complications emerge, arrange for necessary follow-up discussions or meetings. Communicate any updates, alterations, or further developments on the decisions or plans made during the meeting to all participants.

Questions to ask as the leader of the meeting

1. What progress have you made on your top priorities this week? – This question encourages accountability and keeps team members focused on their key tasks and goals.

2. Are there any obstacles or challenges you need help with? – This question helps identify any obstacles that may be hindering progress and allows the leader to provide support or resources as needed.

3. What did you learn or discover this week? – This question promotes a culture of continuous learning and personal growth within the team.

4. Are there any outstanding decisions or pending actions that need attention? – This question ensures that important decisions or pending tasks are not overlooked and helps keep projects moving forward.

5. How can I support you better in your role? – This question encourages open communication and allows team members to express any specific needs or areas where they require additional support.

6. What achievements or milestones did you reach this week? – This question acknowledges and celebrates individual and team accomplishments, boosting morale and motivation.

7. Are there any updates or information you think the team should be aware of? – This question ensures that important updates, announcements, or changes are communicated efficiently to the entire team.

8. How can we improve our processes or workflows? – This question promotes a culture of continuous improvement and allows team members to share their insights on making the team more efficient.

9. Do you have any feedback or suggestions for improvement? – This question encourages open feedback and provides an opportunity for team members to share their thoughts on how the team or organization can perform better.

10. What are your goals and priorities for the upcoming week? – This question helps set clear expectations and allows the leader to align team members’ focus with upcoming objectives.

To prepare a weekly touch-base meeting agenda as a leader, start by identifying key updates and priorities that need to be discussed. Set a clear objective for the meeting and include time for team members to share their progress and challenges. Ensure the agenda is concise, allowing for efficient discussions and action planning.

How To Prepare For A Weekly Touch Base Meeting
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During a weekly touch-base meeting, it is essential to discuss project progress, upcoming deadlines, and any roadblocks or challenges that team members may be facing. Other key topics for discussion include resource allocation, budget updates, client feedback, and individual goal setting. These regular meetings help ensure effective communication, collaboration, and alignment within the team.

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

Software plays a crucial role in helping leaders run efficient weekly touch-base meetings. By providing automated reminders, scheduling tools, and centralized platforms for information sharing, software empowers leaders to easily coordinate and organize these meetings. It also enables real-time collaboration, allowing leaders to track progress, discuss updates, and make informed decisions—all while saving valuable time and ensuring everyone is on the same page.

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Conclusion

Running a successful weekly touch base meeting can drastically enhance communication, productivity, and team unity. It ensures everyone is on the same page while providing a platform for sharing updates, solving problems, and recognizing achievements. While it may seem challenging, by setting a clear agenda, respecting time constraints, fostering open communication, and allocating tasks as needed, these meetings can prove to be an indispensable tool towards steering your team towards success. Engage fully in the process and never stop refining until you find the perfect format for your team. A well-run touch base meeting will not only keep your team aligned but also boost overall morale and productivity. Remember, the goal is to improve, not to perfect, and every step you take brings you closer to creating a more collaborative and efficient work environment.

Popular Questions

What is the primary purpose of a 'Weekly Touch Base Meeting'?

The primary purpose of a ‘Weekly Touch Base Meeting’ is to maintain regular communication within a team or between departments. It allows participants to update each other on their progress, discuss any issues or challenges, and plan for the coming week.

Who should attend a 'Weekly Touch Base Meeting'?

The attendees of a ‘Weekly Touch Base Meeting’ often include team members working on a common project or task. Other stakeholders include team leads, project managers, or anyone who needs to stay updated with the team’s progress.

How long should a 'Weekly Touch Base Meeting' typically last?

A ‘Weekly Touch Base Meeting’ is usually brief and lasts for about 15 to 30 minutes. The goal is to remain efficient and focused on key updates and issues, without taking up too much of the team’s working time.

What is usually discussed in a 'Weekly Touch Base Meeting'?

The meeting typically focuses on progress updates, plans for the upcoming week, problem discussion, and solution brainstorming. It can also include discussion of any changes in the project direction, timeline, or resources.

What should be prepared before a 'Weekly Touch Base Meeting'?

Before the meeting, attendees should prepare any updates or data that needs to be shared. Any issues should be conceptualized and clear options for solutions should be thought of. An outline or agenda can be helpful to keep the meeting focused and efficient.