Town hall meetings: Importance, how to lead and questions to ask

A town hall meeting is a type of gathering where employees can learn more about the company and its goals. It's also a chance for employees to give feedback on how they think things should be done and for management to reinforce company culture and convey any messages to the whole company.

Town hall meetings, also known as all hands meetings, are usually held in a large room, with all employees attending. The CEO of the company typically addresses the crowd at some point during the meeting, but other senior staff may also speak. Town hall meetings often include presentations from people who work in different departments of the company, such as the head of marketing or the head of sales.

Town halls don't have to be complicated— depending on the size of your company they can be as simple as having lunch with your team every once in a while or hosting an informal gathering. But they can also be more formal events that include presentations and discussions led by managers or executives.

3 reasons why town hall meetings are important

1. Sense of community

Having all employees in one room (physical or virtual) can bring a sense of community and cohesion to your company. Effective town hall meetings organised for company presentations, allow for direct interaction between managers and employees and create an environment where everyone feels like their voice is being heard.

2. Obtain feedback

It is a great way to get feedback from staff and answer any concerns in real-time. Reaching out to a CEO can often feel intimidating, by providing a designated time to ask questions, a town hall erases intimidating thoughts by facilitating an environment where questions and concerns are welcomed.

3. Employee engagement

A town hall meeting is a great way for medium and large-sized companies to keep in touch with their employees and make sure everyone knows what's going on. They're also a great way for employees to get answers to questions they may have about their jobs or the company. A study by Slack found that 80% of workers want to know more about how decisions are made, this means including your employees in the decision making process or at least explaining how and why significant decisions are made can be beneficial for employee morale and engagement.

A town hall meeting is a great way to connect with your employees. It's an opportunity for you to talk about the company's goals, engage with your employees, and get feedback from them on how things are going at work.

6 ways to lead a town hall meeting

If you're new to leading town hall meetings, here are some tips for getting started:

1. IT issues

Iron out any foreseeable IT-related issues. If you are hosting an online town hall meeting check that you have a reliable internet connection, good audio and video quality as well as a sufficient internet speed.

2. Location

Town hall meetings are usually held in a large room, where all employees are encouraged to attend. The CEO of the company typically addresses the crowd at some point during the meeting, but other senior staff may also speak. Town hall meetings often include presentations from people who work in different departments of the company. It's an opportunity for those heads of departments to discuss key projects and updates.

A study by the Centre for Economic Policy Research found that for a few employees, a virtual meeting may be beneficial however once that number goes above 10 there is a loss in meeting efficiency. Through clear communication, body language and increased focus and engagement, an in-person event can prove to be more efficient. Consider getting all staff together for your company town hall meeting at least once a year or more frequently if possible.

A virtual town hall meeting can be hosted over Zoom, Skype, Bluejeans or other popular platforms. Virtual town hall meetings are integral in an age where remote working is the norm and companies are globalised.

3. Timing

Try and coordinate with all departments to make sure all staff are available and can make it. Be clear about how the town hall will last so that attendees know how much time they need to allot. Allocate a specific amount of time for each section and make sure all participants stick to this.

4. Know your audience

Your audience will be your employees. Concentrate on what you want them to take away from this meeting as a collective. Avoid getting too technical unless someone asks a specific question. Your employees will be from different departments, so technological talk might not appeal to your sales team, it's vital to speak a common language all your employees understand.

5. Set an agenda

Timekeeping is important for a successful meeting, spending too long on a section or going over time can lead to employees feeling frustrated and disengaged, especially during a virtual town hall meeting. Set an agenda ahead of time so that there's enough time for each section of the meeting. Inform employees of the program for the meeting as well as updates on what's coming up after each section for a smooth meeting. To streamline information sharing during your town hall meeting, you can generate QR codes online and use them to provide easy access to agendas, presentation slides, and feedback forms, ensuring a smooth and interactive experience for all attendees.

Employees will like to hear from their senior leadership team and make sure that the meeting agenda is representative and includes all key members of the company.

6. Encourage active participation

Asking open-ended questions that require more than just a yes/no answer, such as "How do we make sure our product is useful?" or "How has this change affected your job?" will encourage employees to expand on their feelings and ideas. Allocate time for answering questions at the end of the meeting. 

Common questions to ask during a town hall meeting

Whether you are a CEO who wants to prepare for any challenging questions or an employee who needs some inspiration on how to engage with the leadership team, below are some common questions that can get asked during town hall meetings.

• New initiatives at work and the impact they will have?
• Upcoming changes in your department, and what steps are being taken to prepare for them?
• Employee benefits or other perks
• Working styles, hybrid/remote and how the company is accommodating/planning to accommodate all staff
• Company values and how they're being applied at work every day
• Questions on recent changes in management
• Progress update on recent projects

Conclusion

A town hall meeting is a great way to engage with your employees, and it's a great way to get feedback from them. Town hall meetings can be effective at increasing morale, improving communication between your company and its employees, and making sure that everyone feels heard.

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The opinions on this page are for general information purposes only and do not constitute legal advice on which you should rely.