How To Successfully Produce a Virtual All Hands Meeting

How To Successfully Produce a Virtual All Hands Meeting

Virtual all hands meetings are an important tool for companies to communicate, connect, align, recognize, and develop their employees. They help to ensure that everyone is working toward the same goals and that employees feel engaged and supported in their work.

All hands meetings provide an opportunity for company leadership to communicate important information, updates, and changes to all employees at once. This can help to ensure that everyone is on the same page and has a clear understanding of the company’s goals and direction.

Pulling your company together virtually on a regular basis can help to foster a sense of connection and community among employees, especially those who work remotely or in different locations. It provides an opportunity for employees to see and hear from their colleagues and leadership, ask questions, and share their own experiences and insights.

When it comes to cross functional teams within your company, all hands meetings can help to align the efforts of different teams and departments toward common goals and recognize and celebrate employee achievements, milestones, and successes. This can help to boost morale and motivate employees to continue doing great work.

Outside of company alignment, Virtual all hands meetings can also be used to provide training and development opportunities for employees, such as workshops or guest speakers, to help them grow and develop professionally.

What makes an all hands meeting successful?

A successful all hands meeting should be informative, engaging, and inclusive, and should provide a clear path forward for the company and its employees. There are several factors that can make a company’s all hands meeting successful, including:

  • Clear communication: A successful all hands meeting should have clear and concise communication from the speakers to the attendees. The speakers should be able to effectively communicate the company’s goals, mission, and vision, as well as any updates or changes to the company.
  • Engaging content: The meeting should have engaging and interesting content that is relevant to all attendees. This could include updates on company initiatives, successes, and challenges, as well as opportunities for employees to ask questions or provide feedback.
  • Active participation: A successful all hands meeting should encourage active participation from all attendees. This could include opportunities for employees to ask questions, provide feedback, or share their own experiences and insights.
  • Inclusivity: A successful all hands meeting should be inclusive and welcoming to all employees, regardless of their role or level within the company. This could include providing translation services or accommodations for employees with disabilities.
  • Follow-up: A successful all hands meeting should be followed up with clear action items and next steps. This could include sending out meeting minutes, providing updates on action items, or scheduling follow-up meetings or workshops.

How to prepare and plan for your virtual all hands meetings

Preparing and planning for a virtual all hands meeting can ensure that the meeting runs smoothly and is effective. By preparing and planning in advance, you can ensure that your meeting is effective and engaging for all attendees. Here are some tips to consider:

1. Determine the goals and objectives of the meeting

Before planning the meeting, it is important to determine the goals and objectives. This will help to guide the content and structure of the meeting.

2. Choose a date and time that works for everyone

Consider time zones and availability when selecting a date and time for the meeting. Provide advance notice to employees to ensure attendance.

3. Choose the right platform

There are various virtual meeting platforms available such as Zoom, Panopto, or Kaltura. Choose a platform that works best for your company and has the features you need for the meeting.

4. Plan the meeting agenda

Create an agenda that outlines the topics to be discussed and the amount of time allocated to each item. Share the agenda with attendees in advance to ensure they are prepared.

5. Assign roles and responsibilities

Determine who will be responsible for facilitating the meeting, presenting content, and managing the technology. Make sure everyone knows their role and responsibilities in advance.

4. Test the technology

Test the virtual meeting platform and any necessary equipment in advance to ensure that everything is working properly.

5. Provide necessary materials and information

Provide attendees with any necessary materials, such as presentations or documents, in advance of the meeting. Provide clear instructions on how to access and use any necessary technology or tools.

6. Encourage engagement

Consider incorporating interactive elements such as polls or breakout rooms to encourage engagement and participation from attendees.

What equipment and software is needed to host a virtual all hands meeting?

The software and equipment needed for a virtual all hands meeting can vary depending on the platform and the specific needs of the meeting. However, here are some general recommendations:

  • Virtual meeting platform: Choose a virtual meeting platform that works best for your company’s needs. Popular options include Zoom, Microsoft Teams, Google Meet, WebEx, and GoToMeeting.
  • High-speed internet connection: A stable and high-speed internet connection is essential for virtual meetings, especially for video conferencing.
  • Webcam: A webcam is needed for video conferencing and allows attendees to see each other. Most laptops and desktop computers have built-in webcams, but external webcams can also be used for better video quality.
  • Microphone and Speakers: Good audio quality is also essential for virtual meetings. A good quality microphone and speakers can help to ensure clear audio and reduce background noise.
  • Headset: Headsets can be useful for attendees who want to reduce background noise and improve audio quality during the meeting.
  • Screen Sharing Software: Software that enables screen sharing can be useful for presenting slides, documents, and other visual aids during the meeting.
  • Document Sharing Software: Document sharing software, such as Google Drive, Dropbox, or OneDrive, can be useful for sharing documents and other materials with attendees before or during the meeting.

It is important to test the software and equipment before the meeting to ensure that everything is working properly. Additionally, consider providing instructions or training for attendees on how to use the software and equipment, especially if some attendees are not familiar with the platform.

Which video software platforms should you use for your virtual all hands meeting?

When choosing a software platform for your virtual all hands meeting, consider factors such as the number of attendees, the need for screen sharing or breakout rooms, and the cost of the platform. It is also important to test the platform in advance and provide instructions for attendees to ensure a smooth meeting experience. Here are a few suggested video platforms to host your next virtual all hands meeting:


Zoom is a popular video conferencing software that offers a range of features, including screen sharing, breakout rooms, and virtual backgrounds. It is known for its ease of use and reliability.


Microsoft Teams is a collaboration platform that includes video conferencing, chat, and document sharing features. It integrates well with other Microsoft products such as Outlook and OneDrive.


Panopto is a video platform that is designed to help businesses and academic institutions create, manage, and share video content. The platform provides a range of features for recording, live streaming, and managing video content, as well as tools for video search, analytics, and integrations with third-party systems.


Movingimage provides a cloud-based platform for managing and distributing video content. The company offers a range of video solutions for businesses, including video hosting, live streaming, video asset management, and video analytics.


GoToMeeting is a video conferencing software that offers features such as screen sharing, recording, and drawing tools. It also offers mobile apps for iOS and Android devices.

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