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7 Best All Hands Meeting Agenda Ideas to Keep Your Team Informed

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By Preethi Jathanna

Senior Writer for HR and Remote Work

7 Best All Hands Meeting Agenda Ideas to Keep Your Team Informed

When you need to get every single member of the company together in one place for important updates, brainstorming, and/or training, an all hands meeting agenda can help streamline the event. These conferences tend to be longer and more complex to organize than your average work get-togethers, so it’s important to have a clear plan of action set out beforehand to guarantee as much as possible that everything stays on track and you don’t get lost in the business weeds.

We’ve put together a useful guide to creating your own all hands meeting agenda, explaining the reasons you might want to prepare one and delving into the different areas the program should cover.

1. What Is an All Hands Meeting Agenda?

An all hands meeting agenda is an invaluable tool for scheduling a company-wide summit. It defines the purpose of the gathering, providing a set amount of time for chief executives and managers to deliver company updates, share ideas, facilitate team building, and answer questions from rank-and-file members of staff.

2. What Are the Benefits of an All Hands Meeting Agenda?

What Are the Benefits of an All Hands Meeting Agenda?

2.1. Serves as a Platform for Transparent Communication

Company-wide meeting agendas enunciate precisely what topics are scheduled for discussion. This creates a reassuring semblance of transparency for staff and gives them some time to prepare any questions that they may have for the management team.

2.2. Boost Team Morale by Recognizing Achievements

Include time to highlight individual and group achievements on the agenda. Employee recognition is a sure-fire way to raise spirits while simultaneously promoting desirable character traits .

2.3. Helps in Structuring the Meeting

Helps in Structuring the Meeting

Perhaps the most basic but essential benefit of having an agenda is that it provides a solid framework for your meeting. This will prevent any unnecessary segues or overruns by allotting specific portions of time to each of the topics you wish to include.

2.4. Improves Decision-making Capability

There are few opportunities as good for gauging staff sentiment as an all-hands meeting. Allocate a defined amount of time to discuss and consult on future strategy and direction. This will ensure you reach important decisions as rapidly as possible while still receiving input from the wider business.

2.5. Fosters a Strong Company Culture

Any event that brings together all parts of a business contributes to a more robust company culture that disseminates a feeling of unity throughout the workforce. A well-designed meeting program can enhance this feeling of inclusion by leaving scope for Q&As and vision sharing .

3. 7 All Hands Meeting Agenda Topics

3.1. Company’s Update & Progress

Company’s Update & Progress

One of the core parts of any all hands meeting agenda is a general overview of the company’s financial performance, product developments, and any other significant milestones . In addition to the big picture, you can also include segmented departmental updates on existing goals, upcoming projects, and any recent notable achievements.

3.2. Guest Speakers or Workshops

Invite a guest speaker or industry expert to give a motivational speech, analyze current trends, and/or share insights into better ways of working. This can be reinforced with workshops that supply training and develop useful skills in areas like communication, leadership, and creative problem-solving.

3.3. Diversity, Equity & Inclusion (DEI) Discussions

Diversity, equity, and inclusion is a core part of any modern business, so it’s important to allocate time to discuss innovative company initiatives aimed at fostering a more diverse and inclusive workplace. Make sure you also use the time to provide an update on how successful any existing policies have been to date. These conversations can be supported with educational sessions that promote understanding and sensitivity around DEI topics.

3.4. Employee Spotlights or Recognition

Employee Spotlights or Recognition

Employee recognition is another core pillar of an all hands meeting agenda. Acknowledge individual staff success stories, outstanding team achievements, and any other remarkable employee contributions. This not only boosts staff morale but bolsters company values and goals in the wider business body.

3.5. Strategy & Vision Sharing

Communicate the management team’s long-term vision and strategic objectives to the rest of the business. In what direction is the company heading over the next few months and/or years? Are there any upcoming changes that staff should be made aware of? An all hands meeting is the moment to address these topics.

3.6. Interactive Activities or Team Building Exercises

Set aside some time for all-hands meeting ideas like skills development, team bonding, and building a positive company culture. Use icebreakers, interactive games, and competitive challenges to energize staff and create a fun atmosphere that presents the lighter side of the business.

3.7. Q&A Session or Open Forum

Q&A Session or Open Forum

Open up the discussion to the whole room with a Q&A or AMA (ask me anything) session, where employees can quiz senior executives about strategy, share their concerns, or provide feedback on existing policies. Inspire staff to express themselves openly and honestly by soliciting anonymous questions through a question box or an app like Vevox .

4. Sample All-Hands Meeting Agenda Template

Welcome and Introductions

Greet the attendees and introduce the core management team.

  • Introduce the executive team.
  • Welcome speech from CEO Joe Trumbull.

Company Updates

Review milestones achieved, growth projections, and successful project completions.

  • Five new clients have been onboarded.
  • 80% of the sales quota has been reached.

Strategy Sharing

Share plans for the future, presented by members of the senior management team.

  • CTO Bill Jenkins discusses plans for new software implementation to improve the management of the client funnel.
  • Director of Marketing Jane Thruss explains the upcoming year’s ad campaigns.

Guest Speakers

Introduce motivational speakers to discuss how to improve work practices and promote a better company culture.

  • Presentation from Melinda Garly from Speaking Out Loud on microaggressions in the workplace.
  • Geraldine McGovern, author of How To Sell, explains her five-point plan for closing tough deals.

Workshops

Run interactive sessions designed to improve soft skills and promote inclusion.

  • Divide into pairs for a workshop on active listening.
  • Small group discussions on ways to promote diversity in a virtual environment.

Q&A

Provide an opportunity for staff to ask any questions that they may have about the company’s direction and recent policy changes.

  • Use Slido to solicit anonymous questions from the audience to ask the senior management team.

Employee Spotlight and Recognition

Celebrate individuals or teams who have made standout contributions to the business since your last all hands meeting.

  • Hand out awards for most successful salesperson, best team player, and more.
  • Recognize employees who have reached tenure milestones.

Closing Remarks

Wrap things up with a summary and the key takeaways of the meeting.

  • Review the main points of the all-hands meeting.
  • Thank everyone for attending.

5. Tips to Run a Successful All-Hands Meeting Agenda

Tips-to-Run-a-Successful-All-Hands-Meeting-Agenda

5.1. Allot Time for Interaction

Hands-on workshops, town-hall-style Q&As , and live polls to gather the opinions of staff on certain proposals are all ways you can craft your agenda to be more engaging for employees. Interactivity makes your workforce feel more involved with the business and stops the meeting from becoming overly didactic.

5.2. Include Visual Stimuli

Include-Visual-Stimuli

Another way to keep participants focused during your all-hands meeting is to include multimedia. Display videos, slides, and graphs in presentations so that you are conveying information not just verbally but visually as well.

5.3. Acknowledge Your Staff

No matter what other urgent business matters need to be addressed in your all-hands meeting, set aside time in the agenda to recognize the achievements of your staff. It’s a prime opportunity to highlight traits that you wish to promote within your company culture and is an effective mechanism for reducing employee turnover.

6. FAQs

6.1. What is included in an all hands meeting?

An all hands meeting agenda should include a rough outline of your company-wide conference schedule. This schedule generally features topics such as business updates, strategy discussions, and an open forum where any member of staff can voice concerns or ask questions of the senior leadership.

6.2. How do you structure an all hands meeting?

Generally, an all hands meeting begins with introductions to the key management figures, followed by a couple of presentations on the company’s growth and financial status. This can then be succeeded by skills workshops, strategic discussions, and guest speakers, depending on your overall goals for the meeting.

6.3. How to host an all-hands meeting?

Start by preparing for the all-hands meeting. Set clear objectives and build them into a well-structured agenda. Once you have this framework, you can set a date and time, before communicating the details to all members of staff. Make sure you choose an engaging person to act as the overall host.

During the meeting, begin with a speech to welcome the attendees and summarize the objectives. Provide updates on the company, including any milestones that have been reached, and acknowledge any outstanding individual and team contributions. Encourage engagement by holding a Q&A session where staff can query the leadership’s vision and strategy.

After the meeting has concluded, follow up with an email that summarizes the contents of the conference, as well as any agreed action points and any discussions engendered by the Q&A. Take the opportunity to gather feedback using a simple questionnaire or poll. You can then use this, along with performance over the ensuing months, to assess the success of your all-hands meeting.

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