employees sitting in chairs attending in all hands meeting

How often should you hold an all hands meeting?

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All hands meetings are an important part of any business. They provide an opportunity for everyone to come together and share information, get updates, and discuss important issues. But how often should you hold them? And what should you do to make sure they’re effective? Let’s answer these questions and more to help steer you in the right direction.

How often should you hold an all hands meeting?

How often you should hold an all hands meeting depends on the size of your company and how often things change. 

For example, a company with more than 1,000 employees that is growing quickly may need to hold an all hands meeting every month. On the other hand, a small company with only a few dozen employees may only need to hold an all hands meeting once a quarter or once a year. 

The key is to find a frequency that allows you to keep everyone informed without bogging down your team with too much information. You may also want to consider holding more frequent all hands meetings when you are making major changes or facing challenging times. 

Ultimately, there is no hard and fast rule for how often you should hold an all hands meeting. The best way to determine the ideal frequency is to experiment and see what works best for your team.

Keep in mind, if something urgent comes up, don’t hesitate to call an impromptu all hands meeting. Remain flexible and organize all hands meetings as needed.

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What is the best time of day to hold an all hands meeting?

When it comes to scheduling an all hands meeting, timing is everything. The time of day can have a big impact on both attendance and overall productivity. 

For example, holding the meeting first thing in the morning may be disruptive for those who need to get through client or customer emails, meetings, and other pressing items. Alternatively, holding the meeting at the end of the day may cause attendees and hosts to rush through the meeting or skip it altogether. Lunchtime meetings, on the other hand, can be problematic as well (since many people have commitments during that time). 

Typically, the best time for an all hands meeting is mid-afternoon – when people are likely to be more alert and less likely to have conflicting commitments. This will help to ensure that the meeting is well-attended and participants are able to give their full attention.

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How to structure an all hands meeting

An all hands meeting is an important tool for keeping everyone on the same page, but it can be easy to lose control of the conversation if you don’t have a good structure in place. Here are a few tips to help you keep things on track:

Start with a quick recap of what has been accomplished since the last all hands meeting. This will help remind everyone of the progress that has been made and get them excited for what’s to come.

Next, give a high-level overview of the upcoming work. This will help everyone understand the big picture and how their individual work fits into the larger goal.

Finally, open up the floor for questions and discussion. This is where people can voice any concerns or ask for clarifications. Be sure to encourage everyone to participate, even if they don’t have anything to say right away.

As a pro tip, don’t be afraid to open up the meeting with a team building activity or team introductions. While many would assume this can be easier with a smaller, in-person team, recent advances in meeting technology makes this much more doable. There are platforms, tools, and services available that give you the opportunity to host hybrid or fully virtual all hands meetings that offer breakout rooms and even fun, interactive games.

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