Team Catch-Up: Do’s and Don’ts

What is a Catch-Up Meeting?

A catch-up meeting is an informal “get-together” between team members to, quite literally, “catch-up.” Just like two friends who haven’t seen each other in a while meeting up for coffee and chatting away on life updates and gossip, a workplace catch-up can discuss both work and personal matters and usually involve topics such as project developments, specific goals, and potential challenges. 

Use a catch-up to reconnect and share brief, relevant work updates; save detailed project reviews for a separate discussion. Personal sharing is optional, so no one needs to talk about feelings or private matters. 

Benefits of Catch-Up Meetings

In a more traditional work setting, catch-up meetings are probably disregarded as unimportant, since it is not always work-related. Some may think it best to leave personal matters outside of the workplace. However, this has been proven untrue, as informal employee interactions have shown to be helpful toward team success and collaboration. Insights shared by top executive recruiters also emphasize how informal team interactions play a meaningful role in shaping a positive workplace culture.

Keller’s discussion of informal connectors and workplace culture is vendor advice, not independent proof. MIT News reports Sociometric’s three-month Bank of America call-center study involving shared breaks, not this guide’s catch-up agenda. Neither source establishes that keeping personal matters outside work has been disproven, or that every catch-up or all personal discussion improves results. Participation and personal sharing remain optional; respect anyone’s choice to keep private matters private.

Catch-up meetings can help teams build a more solid foundation since they provide team members an opportunity to get to know each other. This can make room for informal conversation. 

Let’s dive a little deeper into the best practices for team catch-ups…

Team Catch-Up: Do’s and Don’ts 

DO:

1. Break the Ice

Start the meeting with a little icebreaker activity or question to help ease any tension and create a welcoming atmosphere. Give team members room to participate comfortably and share honest thoughts. 

Here are some fun icebreaker questions to get started:

• What is one random object on your desk that just makes sense?
• If you could switch roles with someone in the office for a day, who would it be?
• If you could have any superpower to enhance your work, what would it be?
• Who do you want to see the company collaborate with?
• If you could invite any industry expert, dead or alive, to a lunch meeting, who would it be?

2. Set a Clear Agenda

Here’s an illustrative 15-minute agenda; adjust it to your team’s needs:

1. 2 minutes: Offer an optional opener.
2. 5 minutes: Share brief updates.
3. 5 minutes: Discuss questions or blockers.
4. 3 minutes: Confirm any agreed next steps.

If you agree on an action, record what, who, and when. For example: “Maya will send the draft by Friday.” If no action is agreed, there’s nothing to assign.

Having a clear agenda creates a roadmap for the meeting, allowing team members to know what to expect, stay on track, and make the most of their time. By doing so, you are also respecting your team members’ time and schedules. 

3. Encourage Open Discussions

Create an environment where team members feel comfortable being honest and sharing their thoughts. Instead of dominating the conversation, allow room for everyone to give input. 

A team catch-up is a time for everyone to gather and simply share what’s on their minds. Encourage two-way conversations about relevant topics—for example, you could simply ask “What else is on your mind” or “What do you think?” Anyone can pass on a personal question. 

4. Offer Feedback

This is the time to share feedback and offer guidance! Keep in mind that this isn’t a performance review, so keep it light and casual. Open the floor for team members to talk about their current tasks and progress whilst being open to possible room for improvement. Keep group feedback brief. Offer an optional private conversation for sensitive individual feedback or personal disclosures. 

Be mindful of remaining respectful and honest about each other’s comments. At the end of the day, these ideas contribute to the company as a whole.

DON’T:

1. Overload with Information

A common mistake is turning a casual team catch-up into a serious work meeting. The last thing you want to do is dump a bunch of information and projects during a casual conversation. 

A team catch-up is a chance for you to reconnect with your team and keep the engagement going!

2. Schedule Too Many Meetings

Team catch-ups are great, but scheduling too many of them can lead to burnout. Just like all things in life, balance is key. You would want to ensure effective communication without overwhelming the team.

There is no correct answer as to how often you should run these catch-up meetings as it is completely dependent on your team size and development. Choose a frequency your team feels comfortable and productive with, which could be weekly, biweekly (every two weeks), or monthly. Before adding an unscheduled catch-up, ask whether a written update would meet the need. Meet when a specific question or blocker needs dialogue, following the format-choice advice below.

3. Default to One Communication Format

Use an asynchronous written update for straightforward news that doesn’t need discussion. If a question or blocker needs clarification or dialogue, choose a live conversation, in person or online. For example, ask: “What’s your update, what blocker or question do you have, and what help do you need?” 

4. Be Repetitive 

Strive to keep your team catch-ups fresh and exciting! For example, try out different formats, keep the conversation going by asking questions, and introduce new ideas to maintain team interest. 

Keep a familiar structure if it’s useful. If repeated content no longer helps the team, adjust the questions or format. 

Conclusion

The linked claim that an engaged workforce delivers twice the revenue is not established by the evidence reviewed for this guide. Use catch-ups to share relevant updates and agree on next steps. Ask participants whether the meeting serves that purpose, and adjust its format and frequency rather than assuming financial returns or improved job satisfaction.