We work with many different organisations on improving the role, impact and value of internal communications (IC). So as a regular feature we thought it would be a good idea to share some of the key findings we have uncovered through a combination of our IC audits and health-checks, our conversations with key clients and our observations of reports published by others. We call it The Inside Track and each month we will focus on one of today’s common IC challenges.
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A company all-hands town hall is a valuable opportunity to connect with employees, share important updates, and foster a sense of community.
But will only be as good as the planning and prep work that goes in to it, so that’s your essential starting point. Here’s our guide to creating a town hall your people won’t want to miss::
Don’t simply start where you left off with the last one. Whilst continuity and consistency is important so too is the need to refresh and refine. Start by defining the role, purpose and objective of the town hall and what you want to achieve from this particular event. With so many other ways of connecting with all employees, it’s crucial that town halls hold a special appeal for your audience.
Decide on the format that best suits your objectives and audience. Be it fully virtual, in-person or a hybrid. Consider factors such as accessibility, participation levels, different time zones, and the nature of the content when choosing the format. And when considering a hybrid option prioritise the needs of your remote employees to ensure they feel as involved as those in the room.
A tight and engaging agenda is key to holding attendees’ attention as nobody wants to listen to lots of speakers. Mix different presenters with different types of content such as presentations, Q&A sessions, panel discussions, and interactive activities. Ensure more visual less text-heavy slides, avoid too much management-speak and keep each segment short and dynamic to maintain interest throughout the event.
Promote the town hall well in advance to ensure maximum attendance. Use various communication channels such as emails, intranet posts, and social media to reach all employees. Provide a sneak peek of the agenda to generate excitement and curiosity. And don’t forget previous town hall promises as your people will not forget and expect to be kept informed of progress.
You don’t always have to go for the most obvious speakers but do ensure that they are well-prepared and confident. Provide them with guidance on key messages, speaking tips, and the use of any technology involved. Where possible, find a way to have the voices of employees represented and look out for influencers in your company who might make excellent speakers but may not be an obvious choice for a town hall.
Interactive elements such as live polls, Q&A sessions and breakout groups can significantly increase engagement. Try using tools like Slido or Mentimeter to facilitate real-time interaction and help make your employees feel part of the event. The days of town halls being one-way, top down conversations are long gone – it must now be at least two-way or no way.
Create a positive and inclusive atmosphere by encouraging participation and making everyone feel welcome. Use icebreakers, fun facts, or light-hearted moments to set a friendly tone. Encourage leaders to be approachable and open to feedback. Clearly, this will vary from format to format with a hybrid option being the biggest challenge. A challenge that must be addressed.
People love to have their work acknowledged, no matter where they work or at what level in a company so take the opportunity to recognise and celebrate their achievements. Whether it be through awards, shout-outs or spotlight segments, acknowledging employees’ contributions will demonstrate appreciation and help boost morale. And it doesn’t always have to come from the most senior leadership team.
A company’s attitude to a Q&A with its employees embodies everything about the true culture of the organisation. If there’s a culture of openness and transparency, it will be apparent in the willingness of the leadership team to encourage and answer awkward questions. That makes for a town hall employees will want to attend. We also believe that if you can’t make a prepped or ‘planted’ question appear authentic, then avoid it.
After the event it’s important that you gather feedback from attendees to understand what worked well and what could be improved. Use online surveys or informal discussions to collect your insights. Share key takeaways and follow-up actions with employees to demonstrate that their input is valued and acted upon. This will help counter the frequent criticism that town halls are too much of a one-way process from the top down.
Conclusion
Creating a super engaging company town hall requires careful planning, creativity and a focus on interaction. By following these steps, you can ensure that your town hall will not only meet its objectives but will also leave a lasting positive impression on employees. However, we appreciate that not all town halls bring positive and exciting news but for those that do, we it should be an immersive and engaging event that when executed well will boost morale, strengthen connections and foster a more unified and motivated workforce.
