How to Run an All-Hands Your Team Won’t Dread
After years of fumbling through quarterly meetings, we finally found a format that works. Here's the framework.
There are a few company "events" that can either energize your team or have them wishing you were not at the helm.
It's true.
Company retreats, performance appraisals, and all-hands meetings all come to mind.
When done well, they're game changers.
When they suck, your team either sleepwalks through them or, even worse, loses faith in your ability to lead.
We've been conducting a quarterly all-hands meeting with our entire company for nearly a decade.
And I admit, early on, they were rough. Heck, I didn't even want to be there.
But a few years ago, something remarkable happened: our incredible leadership team (embarrassingly, without any input from me) devised a new format that made these events fun, engaging, and, dare I say, mostly enjoyable. Pretty high bar for a mandatory meeting that involves topics like "Ladder Safety."
So, here you go, the formula for a kick-ass quarterly all-hands meeting:
1. Be Consistent, Organized, and Provide Food
Let's get this one out of the way.
Might I suggest having your quarterly all-hands meeting, er, quarterly? On the same day of the week? At the same time?
Being consistent sends a message: this is important, we'll be ready for you, and we won't waste your time.
Also, ensure that there is an agenda and that it's written in the language your team understands. (Both in word choice and actual language, if your organization is bilingual.)
A meeting without an agenda feels like it lacks preparation, even if that's not the case.
Agendas send a message: we have a lot to cover, here it is, and let's follow along together.
Lastly, ensure your meeting includes a meal. Whatever time of the day, make sure there is good food and drinks. It offers a chance to "break bread" together. A little goes a long way in this department.
Don't skip these most elementary of steps.
2. Celebrate the Wins (A Lot of Them)
People like being part of a winning team. So tell them how your organization has been winning in the last 90 days. We like to do this via a "Headlines" section.
Some wins to consider:
New customer/contract acquisition
New team members
Work anniversaries
Strong "scoreboard" performance (financial, hitting production goals, etc.)
Improvements to operations, facilities, equipment, and other aspects.
Promotions
Obstacles overcome
When I stand at the back of the room as our leadership team highlights such wins, I can't help but notice the smiles on the faces around the table. It brings the team closer, knowing we're succeeding together.
3. Show Personalized Appreciation
Humans love being recognized, especially in front of their peers. Yes, even those who act embarrassed or shy appreciate being noticed in their heart of hearts.
I mean, it's built into our DNA, the desire to be "seen," is it not?
We spend a significant amount of time at each meeting reading customer reviews that mention our team by name. It truly reinforces what our team knows deep down: the work they do matters.
If your industry does not operate in a space where customer reviews are prevalent, this shouldn't stop you.
Ask around a week or so before the meeting to find out who is performing well, what remarkable things people have accomplished, and so on. Then add these to the agenda. (Which, by the way, you should maintain in a collaborative format, ready to add to in the 90 days leading up to each meeting.)
4. Double-Down on Your Core Values
Hopefully, your core values are more than wall art.
Ideally, you are living them out, hiring based on them, including them in quarterly check-ins, and reviewing them at every team meeting.
And when you do that at your quarterly all-hands meeting, take some time to share examples of these being lived out.
Our team reviews our core values at our weekly staff meeting. Every week, the attendees are asked to share examples from the previous week of the core values in action. These are then included in the all-hands agenda and shared with everyone.
Once again, it's about tying the core values back to the day-to-day decisions. Without this, core values are but an empty promise and subject to junior-high-level eye-rolling. (My youngest daughter is in junior high; I know all about eye-rolling...)
5. Be Honest In Your Headlines and Future Assessments
Carve out some time in your meeting to reflect on the last 90 days and share a vision for the coming quarter.
And this should not, by any means, be all roses.
If the last quarter was a dumpster fire, share that. Then share what changes were made in response.
If the last quarter was record-breaking, share that as well. Be consistent in your honesty, and you'll see how quickly trust builds.
And then, once the review is complete, paint a picture of the upcoming 90 days. What goals are you working towards (via EOS, right?!?!?) Where do you hope to be in three months? What "sticky" problems are you working on?
Be candid when these highlights are questionable. Only convey them as fact if you're 99% certain you'll get there. But also don't hold back in sharing the dreams. Let them know you're holding them loosely, but still share them!
6. Show Them The Money!
Money talks. It really does. So, look for ways to monetarily reward.
Example: We have a "safety wheel." No injuries on your projects in the last 90 days? You're on the wheel. One spin and the winner gets $1,000. No injuries across the entire company in the previous quarter? That's two spins and two winners.
Additionally, the entire organization nominates a "Core Value Award Winner" every quarter. This comes with recognition in front of your peers, a feature on our social media channels, and a nice check. Once again, letting people know that our Core Values are more than just something we say.
Listen, it's hard keeping morale up, especially when steering the ship into economic headwinds.
However, an effective quarterly meeting is one small step towards sending your team out with a full stomach, a clear vision of what the future holds, and some well-deserved recognition.
Thanks for reading this post. I appreciate you. In return, please share this with those you know who may be interested.
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