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Leveling up the Weekly All Hands Gathering

Leveling up the Weekly All Hands Gathering

Leveling up the Weekly All Hands Mixer

We see a number of teams coming together weekly in LexGo to help build team connections while sharing updates. Call it an all hands, town hall or team meeting - the goal is to help team members connect with each other and the broader team. Below you’ll find examples and practices that have worked well for those teams.

Why an all hands in LexGo?

Talking at your team in a video call while they ‘multitask’ and aren’t really present isn’t engaging. The key difference in the experience from a video call is that everyone starts at smaller tables and immediately engages with co-workers, rather than waiting to be pushed into breakout rooms later. The all hands is a quick, active participation event to get people talking with each other.

Prep Work

Set expectations

Share with the team that the event is going to be active participation and start with connecting with team mates. Make it clear that it’s not a time for ‘multitasking’ but to be present for this brief time focused on connecting with each other.

Set up a mixer question

A great way to get your team mixing and connecting with new people is a ‘mixer question’. Pick a question with a set of fixed answers and rename the audience tables in your auditorium with those answers. This will mix up your audience and give them something to talk about getting started.

For more on using mixer questions in LexGo, here’s a list of 10 mixer questions to help get you started.

Make the agenda fit the interactive format

Keep the content to things best shared (and reacted to) live, not something that should just be an email — this may mean a leadership summary of why a new recruiting referral program matters, but not necessarily every detail of the process.

The 25 Minute Flow

-:10 doors open 10 mins early — let people know it’s ok to come in early and chat

:00 calendar event start time — team jumps in, sits at mixer tables and discusses the mixer question

:05 “We’ll start in 2 minutes” - audio only from the stage

:07 Event host appears on stage, welcomes everyone and shares the quick agenda for today

:07-:25 Series of ‘quick updates’

:025 wrap the event - people are welcome to stick around and chat

A leader acts as the emcee for the day and possibly rotates that weekly duty through different leaders. This both exposes them all to the broader team and can be a part of their professional development.

The emcee has created the agenda in advance and invites whomever is next to talk up to the stage.

A different flow each week gives variety and keeps the team engaged so pick different ‘quick update’ elements to mix it up:

  • Leadership Updates - KPI or meaningful measures the team should know about, summary of email or slack with details of something new (HR, IT, process or otherwise)
  • People - depending on team size, ask new hires to join on the stage and introduce themselves for 30 seconds
  • Celebrations - Wins - Highlight people & teams with recent wins (sales, projects) - have those people (very briefly) share the success story from the stage. The goal is to get more people into the spotlight than just the leaders seen each week
  • Celebrations - Dates - Birthdays, service anniversaries
  • Demo - share work progress from across the company (not just a new product but advertising designs, new process flows, or any innovation that helps cross pollenate what different members of the team do in support of the whole). A single 5 min demo is usually best.
  • Q&A - ask participants to jump to the stage if they have a question to ask about any of the content. There will usually be a couple people who will ask the question on the minds of others in the group.
  • Lightning Presentation - TED talk style 9 minute engaging presentation. Ideally something rehearsed and engaging, not death by Powerpoint which clearly answers two questions:
    • What do you want the audience to feel?
    • What 1 thing do you want them to take away?

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