How to host an all hands meeting for your remote team?

Without a clear direction, a company-wide all-hands meeting could become a painful time sucker. Whether you are the CEO, operational team lead, or manager, one thing is very clear - no one enjoys wasting time in any context at all.

While the intention is usually to keep everyone and every stakeholder on the same page, town hall meetings could have an adverse effect on employee morale if you don't plan the processes properly.

For people who are just starting in a new role or company, running an effective all-hands meeting could be a big challenge in itself.

Interestingly, this guide will put you on the right track regardless of your company size. In addition to learning how to run all-hands meetings, you'll find other relevant tips for getting better outcomes from your meetings. For leaders and managers in a remote-first company, you'll also find interesting tools to keep every team member on-board, irrespective of your geographic location.

What is all hands meeting?

An all-hands meeting is a gathering within a company or organization where all employees are invited to participate. These meetings are typically convened periodically, often monthly or quarterly, to provide a platform for leadership to communicate important updates, share strategic insights, and foster a sense of unity among the entire workforce.

Such a company meeting serves as a crucial process for aligning employees with the company's goals, ensuring that everyone is informed about key developments, fostering transparency, and promoting a sense of belonging and shared purpose among the team.

These gatherings may occur in person but are frequently conducted virtually, especially in geographically dispersed organizations, using video conferencing tools to accommodate remote or remote-working employees.

If you are running a remote-first company, mastering virtual all-hands meetings is one way to get the most out of your employees. From one context to another, one common question that many people ask is this – how do you do an effective all-hands meeting? Before we get into the details, let's explore the potential benefits first.

How all hands meetings differ from other team meetings

An all-hands meeting differs primarily from other types of company meetings in its inclusivity and scope. Unlike department-specific or management-level meetings, all-hands meetings involve the entire workforce across various teams, departments, and hierarchical levels.

They are designed to foster cross-functional communication and ensure that every employee, from entry-level staff to top executives, is on the same page regarding the company's overarching goals and strategic initiatives.

While departmental meetings focus on specific operational matters, and management meetings often involve decision-making by leadership, all-hands meetings prioritize information sharing and team alignment across the entire organization.

Benefits of hosting all-hands meetings

• Enhancing company culture: All-hands meetings play a crucial role in shaping and reinforcing company culture. By bringing together employees from various departments and levels, these meetings create a sense of unity and shared identity within the organization. This unity helps in fostering a positive and inclusive company culture, where employees feel connected to the broader mission and values of the company. It can also be an opportunity to celebrate achievements and recognize outstanding employees, reinforcing a culture of appreciation and teamwork.
• Improved problem solving: All-hands meetings provide a platform for collective problem-solving. When employees from different parts of the organization come together, they can share insights and perspectives that may not be apparent in smaller departmental meetings. This diversity of thought can lead to innovative solutions for company challenges. Company town hall meetings can also involve open Q&A sessions where employees can raise concerns or suggest improvements, encouraging a collaborative approach to problem-solving and ensuring that issues are addressed comprehensively.
• Transparency: Here is one key key benefit of all-hands meetings. When leadership shares updates on company performance, financials, and strategic goals transparently, it builds trust among employees. Knowing they have access to the same information as their colleagues and superiors promotes fairness and openness. Such a culture of openness also helps mitigate rumors and misinformation within the organization, ensuring that employees are well-informed about the company's direction and any challenges it may face.
• Alignment: All-hands meetings are instrumental in aligning the entire workforce with the company's mission and vision. By clearly articulating the organization's goals and priorities, these meetings ensure that everyone understands their role in contributing to the company's success. This alignment can lead to increased motivation and a stronger sense of purpose among employees, as they can see how their efforts contribute to the larger organizational objectives.
• Employee engagement: Engaged employees are more productive and committed to their work. All-hands meetings provide a platform for leadership to engage with the workforce directly, sharing updates, successes, and challenges. Engaging presentations, recognition of employee achievements, and interactive elements such as Q&A sessions or polls can make these meetings more enjoyable and informative. In this case, using a traditional presentation slide is usually not enough, When employees feel engaged in the meeting, they are more likely to feel engaged in their work and committed to the company.
• Information dissemination: All-hands meetings serve as a reliable and efficient means of disseminating important information to the entire company simultaneously. Whether it's sharing quarterly financial results, outlining strategic shifts, or announcing changes in company policies, these meetings ensure that everyone receives the same information at the same time. This consistency and timeliness are especially important in fast-paced industries or during times of change, as they prevent information gaps and ensure that employees are well-informed.

Virtual all-hands meeting ideas to get you started

1. Interactive Q&A Session

Allocate a portion of the meeting for an interactive Q&A session. Encourage employees to submit questions in advance or during the meeting through chat or Q&A features. Leadership can then address these questions in real-time. Such Q&A session promotes engagement and ensures that employees' concerns or queries are addressed directly, fostering transparency and open communication.

Read More: How to make webinars more interactive in 2023

2. Employee spotlight

Feature a different employee or team in each all-hands meeting. Allow them to share their recent accomplishments, challenges they've overcome, or innovative ideas they've implemented. Sharing accomplishments in this manner recognizes and celebrates individual and team achievements. Moreover, it humanizes the organization, making it more relatable and inspiring for your remote teams.

3. Breakout discussions

Break attendees into smaller virtual breakout rooms to facilitate discussions on specific topics or challenges. After a brief discussion, each group can share their insights or solutions with the larger audience. This approach encourages collaboration, problem-solving, and cross-functional communication, even in a virtual setting.

4. Virtual team building

Incorporate team-building activities or games that can be done virtually. These can be icebreakers, quizzes, or interactive polls related to company culture or industry trends. Fun activities like these not only break the monotony but also help strengthen team bonds and create a positive atmosphere, even when employees are not physically present. Interestingly, all your employees doesn't have to attend a company wide in-person meeting at all times.

5. Guest speakers or industry experts

Invite guest speakers or industry experts to address your team on relevant topics. When done very well, inviting speakers can be an opportunity for employees to gain insights from external voices, learn about industry trends, or even receive motivational talks. Guest speakers bring fresh perspectives and can inspire your team, enriching the all-hands meeting.

Remember, for beginners, it's essential to keep the technology user-friendly and provide clear instructions for accessing and participating in the virtual meeting. Additionally, always ensure that company-wide meetings serves a clear purpose, such as aligning employees with company goals, sharing critical updates, and promoting engagement and collaboration.

Examples of all-hands meeting agenda

1. Sharing broader vision
2. New employee introduction
3. Company-wide announcement
4. Strategic goals and initiatives
5. Financial performance reporting
6. Employee spotlight and recognition

How to host regular all-hands meetings?

1. Set clear objectives: Begin by defining the objectives of your virtual all-hands meeting. Determine what information needs to be communicated, whether company updates, financial performance, or strategic goals. Clear objectives will help you structure the agenda and focus on what matters most to your team.
2. Choose the right technology: Select a reliable video conferencing platform that can accommodate your entire team and provide essential features like screen sharing, chat, and breakout rooms.
   Cloudpresenter, as a best webinar platform, seamlessly brings teams together through its user-friendly, web-based interface. It sparks engagement with interactive features such as polls, virtual whiteboards, and live chat. With email reminders and emoji reactions, Cloudpresenter fosters dynamic collaboration, making team interactions effortlessly efficient.
   Ensure that participants have the necessary access and instructions to join the meeting smoothly. Consider doing a tech rehearsal with key presenters to iron out any technical issues in advance.
3. Create a detailed agenda: Develop a structured agenda that outlines the meeting's flow, including time allocations for each segment. Try to include a mix of informative sessions, interactive elements like Q&A or polls, and team-building activities. Most importantly, communicate the agenda in advance so attendees know what to expect and can come prepared with questions or input.
4. Engage and involve participants: To maintain engagement encourage active participation from attendees. Use features like polls, chat, and Q&A to solicit feedback and questions throughout the meeting. Remember to use breakout rooms for group discussions or team-building activities to break up the monotony of presentations.
5. Follow up and collect feedback: After the virtual all-hands meeting, distribute meeting notes or a summary of key takeaways. Encourage employees to provide feedback through surveys or direct communication. This feedback can help you improve future meetings and ensure that the needs and concerns of your team are addressed.

All hands meeting best practices

Consistent and transparent communication

Maintain a regular schedule for all-hands meetings to ensure predictability and trust. Leaders should openly communicate about the company's performance, strategic objectives, and any challenges it faces. You can also foster transparency by sharing both achievements and setbacks. Encourage two-way communication by allowing employees to ask questions and offer feedback, fostering a culture of openness.

Engagement and interaction

Keep all-hands meetings engaging by incorporating interactive elements. Encourage active participation through live polls, Q&A sessions, and discussions. Recognize employee accomplishments and share success stories to motivate the workforce. Consider featuring guest speakers or experts for fresh insights. Variety is key, so include team-building activities, icebreakers, or breakout discussions to break up the meeting format and sustain engagement.

Accessibility and inclusivity

Ensure that all employees, regardless of their location or working arrangement, can access and engage in all-hands meetings. Utilize virtual platforms that accommodate remote attendees and consider time zone differences. Provide meeting recordings or transcripts for those who cannot attend in real time. Make an effort to include contributions from diverse teams and organizational levels to ensure a sense of representation and inclusion.

Effective follow-up and action plans

After the all-hands meeting, distribute meeting notes or a summary of key takeaways. Encourage employees to provide feedback through surveys or direct communication. Act upon valuable input and create action plans to address any concerns or suggestions. Using such inputs demonstrates that the organization values employee input and is committed to continuous improvement based on the insights gained from these meetings.

Examples of good questions to ask in all hands meeting

• What recent accomplishments or milestones are you proud of within your team or department?
• Are there any challenges or obstacles you've encountered that need additional support or attention?
• How can we improve communication and collaboration across different teams or departments?
• What suggestions do you have for enhancing our employee experience?
• Can you share any examples of how our company's values have been demonstrated in your work?
• What are your thoughts on our current strategic goals and initiatives? Any recommendations or concerns?
• How do you envision the future of our industry, and how can we stay ahead of the curve?
• Are there any skills or training opportunities you'd like to see offered to help with your professional development?
• What feedback or ideas do you have for improving our products or services?
• What's one thing you appreciate about your colleagues, and how can we continue to support and recognize each other's efforts?

Conclusion

Getting the best outcomes from your company's all-hands meeting doesn't have to be a thing of guesswork. With a high level of clarity and strategic planning, it will become easier to keep everyone on the same page while boosting morale.

More important than many other factors, every team member's opinion and contribution matters during and after each meeting. Hence, you shouldn't make it a boring, one-way communication protocol. As we have found in some research studies, most people leave their jobs because of bad bosses more than anything else. So, don't be that bad boss, giving commands in every meeting.

Frequently Asked Questions

How do you make an all hands meeting interactive?

Make all hands meetings interactive by incorporating live polls, Q&A sessions, and interactive discussions. Encourage team participation and feedback to foster engagement and a sense of inclusivity.

What are good questions to ask in an all hands meeting?

Ask questions that promote team engagement, such as "What achievements are you most proud of this month?" or "How can we improve collaboration across departments?" Encourage open dialogue and address both professional and team-building aspects to foster a positive and inclusive atmosphere.