{"id":61519,"date":"2019-08-21T13:14:26","date_gmt":"2019-08-21T17:14:26","guid":{"rendered":"https:\/\/www.wework.com\/ideas\/?p=61519"},"modified":"2021-08-06T10:34:08","modified_gmt":"2021-08-06T14:34:08","slug":"how-to-plan-an-effective-all-hands-meeting","status":"publish","type":"post","link":"https:\/\/www.wework.com\/ideas\/professional-development\/business-solutions\/how-to-plan-an-effective-all-hands-meeting","title":{"rendered":"How to plan an effective all-hands meeting"},"content":{"rendered":"\n

We\u2019ve all been in bad meetings. But the hard truth is, a successful meeting isn\u2019t as simple as putting time on a calendar. Our series Meeting Heroes<\/a><\/strong> invites you to learn how to save the [work] day with your next gathering. You\u2019ll never have to hear the phrase, \u201cThis meeting should have been an email,\u201d again.<\/em> (This was originally published on <\/em>Managed by Q\u2019s blog<\/em><\/a>\u2014helping inspire workplace professionals to create the best office experience, design, and culture.<\/em>)<\/p>\n\n\n\n

When it comes to sharing companywide news, celebrating team wins, and building a sense of camaraderie, few venues are more effective than an all-hands meeting. <\/p>\n\n\n\n

When run well, all-hands meetings strengthen workplace community and ensure that everyone receives the same information, at the same time, in the same context. While the exact format and structure of teamwide meetings will evolve as your company grows and scales, these guidelines will help make sure your meetings are well-planned, effectively run, and worth your team’s time.<\/p>\n\n\n\n

1. Establish a goal and purpose<\/h2>\n\n\n\n

At one of my previous jobs, all-hands meetings lacked a consistent schedule, goal, or agenda. They were usually called only when the director had to impart bad news like a funding shortfall or impending layoffs. As such, all-hands meetings instilled anxiety throughout the organization and were a missed opportunity for building culture and boosting morale.<\/p>\n\n\n\n

Before scheduling your all-hands, work with your executive and people and culture teams to establish a clear purpose for the meetings. Think about what can be most effectively communicated in a meeting and what is best left to all-staff emails, your general channel in Slack, or departmental meetings.<\/p>\n\n\n\n

“When you are planning an all-hands meeting, start with a goal,” says Ali Czarnecki, executive operations manager at Managed by Q. \u201cAll the content in the meeting should ladder up toward that goal and reinforce your company\u2019s current strategy.\u201d<\/p>\n\n\n\n

Overall, your all-hands meeting should be a chance to bring everyone onto the same page, a vehicle for strengthening your team’s commitment to your company values, strategy, and community, and a chance to share wins and challenges.<\/p>\n\n\n\n

2. Decide on a format and set an agenda<\/h2>\n\n\n\n

Once you are clear on why you are organizing all-hands meetings, home in on a format and structure your agenda. While many companies use all-hands meetings as a platform to broadcast executive messages, they can be more effective when they showcase a diversity of voices throughout the company. As Atlassian<\/a> chief of staff Cathy Meade notes, “There’s the risk they turn into a lecture or webinar that nobody wants to attend.”<\/p>\n\n\n\n

To avoid monotony, make a plan for interactivity and a variety of presenters. Common strategies include Q&A sessions with company leaders, shoutouts for colleagues who went above and beyond their job description, and lightning talks by different team members that shed light on their specific job functions or a major project.<\/p>\n\n\n\n

For example, Managed by Q’s all-hands meetings are formatted to feature interactive sections. Each meeting is hosted by a different team member who introduces the meeting and facilitates transitions between speakers. The meetings open with introductions by new employees and announcements about promotions. They close with shoutouts that are submitted in advance and “AQAs” or “Ask Q Anything.” We also collect questions in advance so that the appropriate parties can have time to draft a response, as well as take questions live.<\/p>\n\n\n\n

Czarnecki has iterated many different formats and agenda styles for Managed by Q’s all-hands meetings and emphasizes, “You need to be disciplined about what content is shared and what you want people to take away from the meeting. You only have so much time, and you need to use it thoughtfully.”<\/p>\n\n\n\n

To ensure you use your time effectively, decide on a time limit, such as 45 minutes or an hour. As you outline your agenda, make sure that each section serves the goal and purpose you designate. Set start and end times for each section, and allow extra time for transitions so that the meeting won’t run long.<\/p>\n\n\n\n

To help you format your all-hands meeting, use this simple sample agenda:<\/p>\n\n\n\n