How to Hold a Corporate Town Hall Meeting
Corporate town hall meetings are an excellent way to communicate change, announce upcoming products, inspire the workforce, or introduce new leadership. However, they can be unproductive if there is not a clear purpose.
Employees who do not have much regular interaction with senior-level executives may try to discuss topics that are top of mind for them, but not part of the agenda. Some of these questions may be important to respond to, but sometimes employees view town hall meetings as an opportunity to voice their concerns and objections to unpopular change or react to unexpected announcements.
A few simple steps can help ensure that your next appearance at a corporate town hall meeting is productive for everyone involved.
Create a Reason for Employees to Attend
Start with setting the stage for the corporate town call upon announcing the time, date and location. Just like a strong preview or commercial for your favorite TV show gets you excited to tune in, a good title or description for the town hall can help entice employees to attend. Let’s face it, would you rather attend a meeting entitled “Third Quarter Update” or “Quarterly Team Celebration”?
Establish and Communicate the Meeting’s Purpose and Objectives
Clearly articulate the agenda and the purpose for the meeting. Be selective with how you use this valuable up-close-and-personal time. You are better off narrowing your focus to a just few key themes and messages. Also assure the audience you have set time aside for their questions. If they are making time to listen to you, you need to make time to listen to them. This is the essence of a town hall meeting – a two-way, interactive experience instead of a one-way report from the podium. Your interactivity with the employees will be remembered the next time you call a town hall.
Establish and Enforce Rules of Participation
It’s important to have a clear set of rules for participation. Emphasize the need for a productive discussion. Give the audience specific directions regarding the format of the Q&A session. Be sure to:
Determine how you want people to ask questions: Will they line up? Will you call on people from the audience? Will they submit questions in advance?
Set time parameters, stick to them, and end on time.
Stay calm and don’t raise your voice, even if the meeting is not going as planned. It is important to display your leadership, including grace under fire.
Be Prepared for the Wildcard Questions
Anticipate and be prepared to answer difficult questions. Work with your corporate communications team or other division heads that may need to be involved, such as HR or legal, if layoffs or other disturbing announcements will be made. Practice responding to the tough questions so you will be comfortable delivering your messages, particularly when you anticipate confrontational questions or comments.
Get Real
Finally, be personal and be authentic. Audiences cringe at forced corporate-speak and are craving leaders to speak with compassion, authenticity and credibility. Your executive presence matters.If you follow these important steps, your corporate town hall meeting will be more successful, productive, and a valuable medium through which you can disseminate your company’s or division’s strategic messages.