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All Hands Meeting: Everything You Need to Know
By Hudson Liao on

Having an important organization-wide meeting that encompasses all of the company’s business aspects and goals? 

This is commonly referred to as an all-hands meeting, or a town hall. All hands meetings are essential to keep company stakeholders and employees strategically aligned and well-informed of the status of the organization. These meetings can address issues like critical milestones, upcoming events, or changes to the company; and in all cases, employee insight is vital.  Here’s our guide at MeetingPulse on how to run a more interactive and engaging all hands meeting to set company goals and build connections with employees.

Related: Communicating Change can be Tough – Feedback is the Key!

 

Importance of All Hands Meetings

All Hands Meeting Defined

A typical town hall encompasses a broad audience, including all employees and top leadership in the company. These meetings provide an opportunity for employees to engage with senior leaders. Plan for the attendees by acquiring information that is pertinent to them. Remote teams can be in attendance through video conferencing. And for any that are unable to attend, a recording of the meeting should be uploaded so they can catch up later. 

Gain insight about your target audience through interactivity and connection with MeetingPulse.

Increases alignment and collaboration

Building collaboration in a company is no small feat. Holding an all-hands meeting allows for strategic company alignment, vision setting, and team building. By fostering team spirit, it’s easier for units within the organization to learn from each other since they have become familiar with one another.

For companies that have offices across regions or continents, a town hall becomes essential for all of the team members to meet and engage. Not only does it improve collaboration, but it maintains a sense of belonging and comradery among dispersed and remote teams.

A chance to speak

An all-hands meeting gives everyone, including entry-level employees, an opportunity to speak up and voice their concerns and ideas. An open Q&A session is a great place to find out employee sentiments about the organization.

It’s crucial to have a Q&A session attended by the top brass so that any sensitive issues are raised and responded to accordingly. Not only does this foster a sense of transparency within the company, but it also builds trust among employees. However, any issues raised during the Q&A session must be addressed and not used against any employees. You can gain insight or collect questions through MeetingPulse, which offers anonymous and moderated Q&A features to collect questions in real time and ask them whenever you’re ready. Employees can easily engage and submit questions, saving you time and making sure everyone has a chance to share their input.

Strengthens company culture

Having a culture of openness within the company improves relations and boosts employee morale. This results in less turnover and more productivity. Most importantly, employees are proud to be associated with the company. New employees can see firsthand how things are done, and they can grow with the company culture.

Hold all-hands meetings frequently (every quarter should suffice if not monthly) to promote the company culture. Having all employees in one room regularly strengthens company culture as everyone is reminded of how to be part of the team and what is expected of them.

Strengthen company culture by making your employees feel heard with MeetingPulse.

Strengthens goals and strategies

In many town halls, leadership reflects on the current situation of the company in relation to the company vision. This means that the meeting reflects on what has been happening since the last all-hands meeting; it then deals with the present before moving to future plans. Typically this takes 50% of the time, and while the information may be repetitive, the audience needs to hear it to be on the same page consistently.

During the town hall, leadership will often disclose its plans, strategies, and goals for the organization. Within the meeting, departments get to know what their role is in the overall plan. This allows them to develop their own strategies on how to accomplish their part in the organization.

Share the company goals and strategies in advance with the departments so that they can have a chance to familiarize themselves with company objectives. Before they come for the meeting, they can already have a departmental strategy that fits into the overall one. You can even allow departments to share their plans and strategies for the objectives laid out during the town hall.

Of course, in case of any new information, updates, or changes, it’s crucial for you to explain the shifts, why they have occurred, and their impact on the company. Sharing any new changes going forward is vital because it keeps everyone in the loop about company-wide goals.

Celebrating and learning

During the meeting, the team will share the good news and the bad. The town hall is an excellent place to acknowledge and celebrate the hard work and dedication of the teams and individuals. Highlight areas where the company has excelled, which departments were responsible, the measurement metrics, and the resulting impact on revenue.

Mention the misses as well, not to put anyone down but to share the challenges and what the organization is doing to mitigate them for a better outcome. These are teachable moments, so don’t be shy to share what you have learned from the experience.

Being this transparent with the success and failures within the organization encourages employees and other stakeholders to have more faith in the internal processes. It also motivates teams to do great work in order to be acknowledged for their input in the organization. This process should take about 30% of the time allocated for the meeting.

Learn about your employees’ successes, wishes, and other insight with MeetingPulse.

How to Plan a Successful All Hands Meeting

Decide the information to be shared

The all-hands meeting often reports on company accomplishments and objectives that may not be public knowledge or easily accessible to many within the organization. Some of the information that can be shared in the town hall includes

  • Introduction to new hires or scheduled hires.
  • Product/service updates – in this section, you’ll have product leaders talk about the progress of in-house products, measuring metrics, engagements, and other pertinent information. Sharing such information allows everyone to anticipate new products and offerings, or understand what’s holding back their launch.
  • Growth updates – Progress reports especially those that are growth or revenue related should be transparent to employees. This helps them attain a renewed focus on the objectives because they can see what’s on the line. Revenue related successes are also shared.
  • Special events – Any new company training is unveiled and explained to the team. Running campaigns that have succeeded or failed are talked about, and any upcoming special events are mentioned as well.

Dissemination of information

Since one of the goals of a town hall meeting is to keep everyone up to date, gain insight, and ensure goals are aligned, the organization must break down information into understandable bits with clear purpose. Clear presentation of information combined with the apparent value of the report enables the meeting to meet its objective. During the meeting, it’s essential for the presentation of the information to tell the audience why the information they are receiving is valuable.

The measure of a successful town hall is whether or not management connects with employees and gains valuable insight. Summarize information, but ensure it contains crucial details that show why it matters. The information shared should also be available post-meeting, and it should include any updates that occur after the main town hall.

Collect Meaningful Insight

An all hands meeting gives employees the opportunity to connect with top executives as well as across multiple departments. That means you get to stimulate new conversation and identify pain points within the company. Gathering employees in the same place means that new feedback might arise. Using a platform like MeetingPulse can help you gather this insight and use it in real time, displaying questions and answers on the screen to engage employees and understand what they’re thinking.

Related: 25 Fun Poll Questions to Ask Your Audience

Key Elements of An All Hands Meeting

Analysis of the organization’s objective

Q&A

The question and answer section is a crucial element of any all-hands meeting because it helps keep employees engaged while allowing executives to gain valuable insight. Some employees may have questions about how their daily tasks contribute to the larger goals of the company, and they may have insight on how to make them better or suggestions for alternatives. Unfortunately, many organizations are afraid of the Q&A session because they either aren’t prepared for it, or they have something to hide. Sometimes leadership is not open to questions because it exposes their inabilities. 

However, the Q&A session offers a chance for top level executives to better communicate with the rest of the organization. Gaining insight from parts of the company that are more removed from top leadership allows these executives to make changes over time rather than face a sudden crisis.

Fear is a normal part of the Q&A session for both the person asking the question and the one answering. The former doesn’t want to come across as an imposter, and the second doesn’t want to look like they don’t know what they are talking about. Embracing the fear and holding the session in spite of it improves relations within the company and fosters trust between all arms of the organization. Anonymous feedback offers employees the chance to overcome their fear and share their valuable insight. MeetingPulse facilitates anonymous Q&A to make sure top leadership hears from everyone. Our Q&A, multiple choice polling, and ideas feature can all be used anonymously, encouraging employees to share their true thoughts to create actionable change.

In case leadership doesn’t have an adequate answer asking for more time to find the correct information is in order. Give the audience a time frame for the response and a channel through which you will get back to them. This ensures that your employees and team know that their concerns are heard and that you as a company care. MeetingPulse can help you accomplish this with our ‘assignment of questions’ feature that allows you to assign an official respondent to a question from a live Q&A session.

Having said that, leadership needs to prepare accordingly for potential questions by getting the right information regarding projects and policies. In fact, it’s highly recommended that when the management isn’t in agreement about elements of the meeting, they shouldn’t hold it in the first place. This is because the risk of vague, dismissive answers increases when people aren’t on the same page, and such responses impact the energy of the audience. Dedicate between 15% – 25% of the meeting time to the Q&A session.

Best practices for an All Hands Meeting

Make them frequent

By making town halls a regular part of the company culture, you foster better relationships and transparency as information is consistently shared. Also, it eliminates the fear that such meetings are platforms to proclaim bad news. Some organizations like to have monthly all-hands meetings while others prefer quarterly meetings, especially when they have a larger employee base.

Make it all-inclusive

Many times an all-hands meeting fails because remote employees are not included in the conference. This exclusion doesn’t go unnoticed by the on-site employees, and it fosters the thinking that these meetings are not important if vital members of the team can miss them or that the remote employees are not as important

You don’t have to fly in members of the remote team for every town hall. Instead, loop them into the meeting via video conferencing. However, it isn’t a bad idea to have them in person once in a while, so arrange for transport to HQ for a couple of meetings. To have proper attendance send out invites, make sure the video and sound connections are working for remote teams, and confirm individually with stakeholders before the meeting.

Have an agenda

Don’t make the town hall excruciatingly long because of rambling speakers and aimless discussion. That may be the reason why your rank and file members roll their eyes at the mention of a town hall. Give the meeting purpose by setting an agenda and sticking to it. This makes sure you stay on-task and actually get things done. An agenda can make objectives clear to all employees, even at a particularly large meeting.

Invest in the meeting

Meetings have a bad reputation for being dull lengthy affairs. Turn this around by injecting some fun into your town hall. Get an MC to oversee the event or have a small party at the end of the meeting, even if it’s just one hour of mingling to celebrate the wins before heading back to work.

All hands meetings are the glue that holds all the moving pieces of an organization together. Make them count by investing in them each time you hold one. Find out more about how to use technology like MeetingPulse to make your all hands more effective and engaging.

Related: How to Get People to Take a Survey

 

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