Be honest with me. When the day gets busy (which is every day), does your intentional leadership quickly slide to the bottom of the to-do list? Most leaders don’t mean to avoid their people… they just assume that saying “my door is always open” is enough.

But here’s the truth: great leadership isn’t reactive. It’s proactive. If your employee touchpoints are inconsistent, rushed, or happen only when there’s a problem, your team feels it. And they’ll fill in the blanks with assumptions, usually the worst ones.

That’s why we teach leaders to build a system to engage their employees, a schedule for consistent, strategic engagement that makes space for connection, clarity, and accountability. This isn’t another meeting, it’s an opportunity to lead. Great leaders schedule what’s important; they don’t just hope to find time. 

Here are three strategic engagements we find essential to schedule on a recurring basis:

1. Team Huddles

• Think: Short bursts of alignment.
• Frequency: Daily or weekly
• Focus: Priorities, obstacles, wins
• Why it matters: Keeps momentum going and reduces miscommunication.

2. One-on-Ones (What We Call “Temp Checks”)

• Think: Strategic check-ins, not just status updates.
• Frequency: Monthly at a minimum
• Focus: Clarity, feedback, development
• Why it matters: Builds trust, improves retention, and uncovers concerns before they escalate.

3. Cross-Team Connections

• Think: All-staff meetings or interdepartment huddles that break down information silos.
• Frequency: Monthly or quarterly
• Focus: Shared goals, updates, or operational changes, collaborative problem-solving
• Why it matters: Prevents bottlenecks, aligns expectations across departments, and reduces the “that’s not my job” mentality.

Most leaders intend to be supportive. But without a plan and consistent system, support becomes unpredictable. And when leadership is unpredictable, teams don’t feel safe, seen, or set up for success. A schedule for employee engagements gives your leadership:

• Structure, so you don’t forget the people while managing the work
• Credibility, because you’re showing up consistently, not just when something’s wrong
• Foundation, for feedback, coaching, and accountability conversations

What matters most is consistency and intentionality. A 15-minute check-in done consistently is far more powerful than a reactive 90-minute meeting every quarter. Want help building your leadership rhythm? At KDR Solutions, we help private practices and small businesses create systems that support strong teams and sustainable leadership. Let’s talk!