How to run an all-hands meeting

What is an all-hands meeting?

An all-hands meeting is a recurring business gathering that brings the entire company together. It serves as a platform for management, stakeholders, and employees to foster transparency, communication, and unity. The term “all-hands” derives from the maritime saying “all hands-on deck,” signifying the involvement of every crew member. Depending on the organization, an all-hands meeting may also be referred to as a town hall. During these gatherings, leadership shares updates, celebrates achievements, and communicates current and future organizational goals, addressing all staff members across departments. Employees may also have the opportunity to raise questions or concerns in a public forum.

How to prepare and facilitate an all-hands meeting

1. Set clear objectives

Begin by defining the purpose of the meeting. Is it to share financial updates, discuss upcoming projects, or celebrate milestones? You can clarify objectives with other leaders to ensure the meeting remains focused on pertinent topics.

2. Send an invitation to your employees ahead of the meeting

Give your employees ample time to prepare for the all-hands meeting by sending invitations well in advance of the scheduled date. This allows employees to clear their schedules, manage their time effectively, and prepare any questions or concerns, ensuring a productive meeting.

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3. Develop an agenda

A meeting can’t be successful without a detailed agenda. Share the agenda with participants before the meeting to ensure they are prepared to engage.

4. Host meetings online

In today’s digital age, video conferencing tools such as Microsoft Teams provide an effective platform for hosting all-hands meetings. This enables participants to engage regardless of their physical location, ensuring maximum team engagement. If you prefer an in-person meeting, consider a hybrid approach that allows for both in-person and video conferencing participation.

How to follow-up after an all-hands meeting

1. Share meeting highlights

Summarize key takeaways and share them with all employees. Whether through email, a company newsletter, or a dedicated channel on your collaboration platform, it’s important to keep everyone abreast of companywide updates, goals, and information.

2. Address questions and feedback

All-hands meetings should be inclusive of the entire team, not just leadership. Allocate time to address questions and feedback from staff members, either during or after the meeting.

3. Implement actionable items

After the meeting concludes, recap the discussions, and transform them into actionable items. Assign responsibilities, set deadlines, and track progress. This transforms the meeting into tangible actions, enhancing its importance and relevance within your organization.

Engage staff members across all departments with an all-teams meeting. Run all-hands meetings effectively by giving team members ample time to prepare, hosting meetings online, and clearly defining action items ahead of time. By doing so, you can ensure your entire team is engaged with the latest updates, goals, and objectives for your organization. For more ways to improve camaraderie and communication within your team, learn more organization tips.