'All hands on deck!' That was the signal the captain of a ship would yell out when he wanted all the crew members to come together. Now, there is one that captains of the corporate sea still use to bring all their employees on board - the all-hands meeting. Here is a guide in case you haven’t heard of it or are yet to attend one.
What is an all-hands meeting?
So, an all-hands meeting or an all-hands call is a company-wide gathering where all employees are invited to attend. The purpose of this meeting is to share important updates, discuss company goals, and provide a forum for you to ask questions or give your feedback. These meetings are typically held on a monthly or quarterly cadence(Read about ideal meeting cadences here), and can be conducted in person or virtually.
They usually last anywhere from 45 minutes to an hour. Let’s see what goes on during this span of time.
What to expect at an all-hands call?
You’ll find a number of items listed under the agenda for an all hands meeting. The most likely of them are:
1. What’s next for the company?
An important element of all-hands meetings is information on what is in the pipeline for the next month or quarter, whichever is the cadence for this meeting in your company.
So, you can expect information on upcoming projects and the wider goals of the organization. Details related to fund allocation and the revenue and growth of the company may also be shared. You will also be made aware of where your organization currently stands as compared to competitors in the industry.
2. Appreciation session for employees
All-hands meetings are also the place where employees who have been a part of the company for a long - anywhere between 5 to 15 years - are appreciated for having devoted their time to the organization. Their contributions to the company are recognized.
Alongside, you can also expect star performers of the company to be acknowledged and their achievements to be rewarded with announcements of promotions.
3. Interactive session
Since all the employees of the company are invited, you will find the interactive session to be a constant element of all-hands calls. They may be in the form of a fun activity or a quiz with prizes to be won. Understandably, these team building activities also serve the purpose of engaging employees to ensure participation from them.
4. Q&A session to voice concerns
Did you think this company meeting was only a one-way dissemination of information? No, it isn’t. After all information and updates are shared with you, the call is made open to all employees to ask questions and raise their concerns, usually anonymously.
We make use of forms from Sup Bot- a tool for conducting asynchronous meetings and follow-ups. The app armed with a forms feature, makes the process of Q&A sessions in meetings smooth as butter.
5. Feedback form
A feedback form may be shared with you at the end of the meeting to get an understanding of what worked and what did not work for this meeting. Suggestions may also be sought from you on how future all-hands meetings could be made better.
6. Lunch/Snacks
Once the items in the agenda have been covered and crossed out, you are directed towards lunch or snacks that are usually offered at the end of the meeting.
To dos in an all-hands meeting
So, now you know what all transpires in an all-hands meeting. But, how must you prepare for them? Find all the pointers below.
Before the meeting
Review the agenda: Ideally, an agenda is created and shared with you before the company meeting is held. I know most of us do not want to go through it and usually skip this step for all meetings, but if you wish to make the most of this meeting, reviewing the agenda is a must.
Prepare questions in advance: Now that you have reviewed the agenda, you will have questions or some points running through your mind for clarification. Note them down to prepare a list of questions you would like to ask during the Q&A session.
During the meeting
Be mindful of meeting etiquette: Be it an in-person meeting or a virtual one, being respectful to the attendees is non-negotiable. Do not go through your messages if it is a physical one and consider muting your microphone when not speaking, if the call is virtual.
Take notes: A number of information is shared during an all hands call. You will benefit if you take notes of important updates concerning your job and for areas where you want more clarity on during the Q&A session.
After the meeting
Ask questions or raise concerns: Make use of the opportunity to raise concerns once the dissemination of information is done and the floor is open to ask questions. This will only help in giving you clarity on your goals and you will know what to prioritize and why.
Share feedback: After the all hands meeting ends, a feedback form may also be rolled out to you to ask what you think went well during the meeting and how you think it can be improved. You can use Sup Bot to do this.
Add to Slack
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Select create your own from the listing of forms displayed.
Fill in the required boxes.
All attendees can answer the feedback questions.
Don’ts of attending an all-hands meeting
1. Miss reviewing the agenda
This is something most of us have done at least once in our corporate lives. As unimportant as it may seem, it is essential that you know what is going to be covered during the span of time that you are investing in this meeting. Familiarity with the agenda will ensure that you are well-prepared for the meeting.
2. Be disengaged
It is important to participate in the meeting, but it is even more important to participate effectively. With the amount of time being spent here, it is likely we consider multitasking an option - doing our work while also attending the meeting. However, it is important not to do that. Be present and engaged.
3. Avoid the Q&A
'Gosh, this meeting doesn't seem to end!' This may be a thought if you do not come prepared to make the most of this company meeting. If you want your time well spent and valued, do your homework and participate actively in the Q&A session at the end.
Conclusion
All-hands meetings are important since it gives you a chance to know your organization better. The information you receive here gives you the answer to the multiple 'why are we doing this?’ questions that come up while on the job. Here, we attempted to make you familiar with the elements of an all-hands meeting so that you also know the ‘what’ before you proceed to the ‘why’.
Frequently asked questions
1. What is the term all hands meeting?
An all hands meeting is a company-wide gathering where all employees come together to receive important updates, celebrate achievements, and share feedback. These meetings are typically led by senior leadership and are designed to ensure transparent communication across the organization. During an all hands meeting, employees are informed about the company's performance, strategic goals, upcoming initiatives, and other critical information. Additionally, it's an opportunity to recognize employees' contributions and foster a sense of community and alignment within the organization.
2. What is the alternative phrase for all hands meeting?
The all-hands meeting is known by several alternative names, including company meeting, all-staff meeting, all-team meeting, town hall meeting, and employee meeting. These terms all refer to gatherings where the entire organization comes together to discuss important updates, share information, and align on goals and initiatives.
3. Why is it called all hands meeting?
The term "all-hands meeting" originates from the nautical phrase "all hands on deck," which was used to signal all crew members on a ship to gather and be ready for action. Similarly, in a business context, an all-hands meeting calls for all employees to come together, ensuring that everyone is present to receive important updates, participate in discussions, and align on company objectives. This phrase emphasizes the importance of collective participation and communication within the organization.
4. How do you host a successful all hands meeting?
To host a successful all-hands meeting, consider the following steps:
1. Review the Agenda: Prepare and review the agenda in advance, ensuring it covers all critical topics and allocates time for each segment.
2. Engage Participants: Actively engage participants during the meeting through interactive elements such as Q&A sessions, polls, and open discussions.
3. End with Feedback Request: Conclude the meeting by requesting feedback from attendees using tools like Sup Bot forms, allowing you to gather insights and improve future meetings.
Additionally, ensure clear communication, recognize achievements, and provide opportunities for employees to voice their concerns and suggestions.
5. What is the difference between a town hall meeting and an all-hands meeting?
A town hall meeting is typically a larger, less frequent gathering that includes all employees and often focuses on big-picture topics, such as company strategy, major announcements, and long-term goals. It is usually more interactive, with opportunities for employees to ask questions and engage with senior leadership.
An all-hands meeting, on the other hand, is a regular, often more frequent meeting that involves the entire organization or a specific team. These meetings focus on updates, progress reports, and immediate issues relevant to the team or company. While they also allow for some interaction, they are generally more structured and focused on current operations and short-term objectives.
