Corporate town hall meetings are an excellent way to communicate change, announce upcoming products, inspire the workforce, or introduce new leadership. Large meetings, such as those in a town hall format, 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. Rather than inundate your employees with multiple topics in a single 45-minute town hall, 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 

It is essential to anticipate and be prepared to answer difficult questions. Work with your corporate communications team or other division heads that may need to be involved in the town hall, 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 you’ll face confrontational questions or comments. When you have a plan for how you will handle disruption, you will be able to manage them professionally.

Get Real

Finally, be personal and be authentic. Given the amount of poor communication we see from business and political leaders these days, audiences are cringing 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 beneficial to all involved. In light of unexpected and unwelcome news or change, these steps can help you conduct town hall meetings that are less contentious and confrontational, decreasing the risk of major disruption. Most importantly, these steps will allow your town hall to serve its primary function: a valuable medium through which you can disseminate your company’s or division’s strategic messages.


Franchetti Communications delivers accelerated results by designing power-packed media interview and presentation training sessions around your unique goals, in person and via teleconference. Franchetti Communications works with corporations and business leaders to develop communication strategy, messaging, and PR strategy. Follow Franchetti Communications on LinkedIn, and be sure to download our special report: 6 Ways to Guarantee Your Message Cuts Through the Clutter.

One Response to How to Hold a Corporate Town Hall Meeting
  1. […] anticipate wildcard questions from their employees and answer them clearly, communications expert Suzanne Franchetti writes. She recommends working with your communications team to practice answering questions on the […]


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