How to Ensure Your Audio Visual Meeting Room Technology is Ready for an All Hands Meeting

Posted by Kelly McCarthy on Jul 19, 2019 11:00:00 AM

Flexibility is one of the most common themes in the current working world, and it’s essential that your organization is able to communicate with both its internal and remote workers in a way which is efficient and productive.

That’s why innovative audio visual (AV) solutions are now essential for any modern business.

Keeping all of your workers up to date with current objectives and ensuring your entire organization has complete alignment for future goals can be a complex task. That’s why many companies are using their meeting spaces and boardrooms to host a regular ‘all hands meeting’.

Before we get into some tips that will help your organization ensure it’s meeting room AV technology is ready for such a huge event, let’s first take a look at what an all hands meeting is and why it will benefit your company.

So, what is an ‘all hands meeting’?

An all hands meeting is a regular company-wide gathering (including remote and contract workers) through video, that allows all of the employees and stakeholders of your organization to listen to a presentation from your company’s executives.

Depending on how frequently it’s hosted, an all hands meeting aims to share business updates over the past month, quarter or even year. It is a meeting that celebrates achievements, sets out a strategy for future business growth, and gives an opportunity for employees and stakeholders to ask questions and offer their opinions.

These meetings are often used by medium, large and enterprise-sized businesses that cannot fit their employees all in one room or are geographically dispersed. By using state-of-the-art audio visual technology, your company can hold an all hands meeting too.

Why is it important for your organization to have an all hands meeting?

As long as they are properly organized and use the correct technology that enables them to run seamlessly, all hands meetings can have a significant number of benefits for your company.

Here are just a few of the key benefits that an all hands meeting can help your organization achieve:

  • Keep every single stakeholder in your business updated on what’s happening and the direction in which you are moving.
  • Ensure complete alignment across all departments and employees.
  • Give each person in your organization a voice to ask questions and give their opinion on specific matters.
  • Celebrate milestones and other achievements that lift your team and improve employee satisfaction.
  • Promote your company culture and empower all staff members to get involved and collaborate with one another.
  • Connect your full-time office workers with remote workers who aren’t always in the office to hear what’s happening.

How do you ensure you are ready for an all hands meeting?

Just as with any corporate meeting, planning is absolutely essential when it comes to hosting a successful all hands meeting. This is particularly true when considering your meeting will be in front of not just a live audience, but also conducted through video conference software.

To help you organize a seamless, efficient and rewarding all hands meetings, Genesis Integration has created a few key tips:

  1. Test your conference software before you start the meeting: Before diving head first into your meeting, make sure you take some time to check that all of your AV technologies are working beforehand. This should include checking your video is set up in the right place, checking how the mics sounds both locally and remotely and fixing any past issues you may have experienced.
  2. Put someone in charge of your video conference technology: Hosting a conference to your entire organization makes it possible that a few glitches will occur along the way. By putting someone in charge of video and sound you’ll ensure that any issues can be addressed straight away to minimize any disruption to the meeting.
  3. Plan where the meeting host will stand: To ensure everyone in attendance understands each point, it’s important that they can see the host clearly - including hand gestures and any props that they are using. Think about where your audience will be sitting in the room, but also think about how remote workers will see the presenter too.

Want more advice on how to hold corporate meetings, or simply want to learn about some of the audio visual solutions that Genesis Integration provides? Contact us today. Our team of experts would be more than happy to answer any questions that you have!

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Tags: Videoconferencing solutions

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