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Staff Meetings

Updated

In This Article: 

 

Why Staff Reports Are Important

Everyone wants to be part of something bigger.

You’re the chief reminding officer, keeping the vision front and center.

 

A weekly staff meeting is your chance to unite your team and reinforce your amazing mission in just 30–60 minutes. During this time together, you’ll:

  • Rally around the vision: Remind your team why their work matters.
  • Share key updates: Give everyone a clear picture of company progress, new projects and important changes.
  • Celebrate wins, big and small: Shout out achievements and let your team know how much they mean to you.
  • Build a stronger culture: Encourage connection so everyone feels like they’re part of something bigger.

 

Email Script for Introducing Staff Meetings

This email lets your entire company know you’re launching weekly staff meetings. You’ll explain why you’re adding the meeting and how important it is to keep everyone connected and informed.

 

Copy and paste this email to send to your entire company:

 

Subject Line: Our First Weekly All-Staff Meeting!

 

Hi Team,

 

I’m thrilled to announce that next [insert day of the week] we’re kicking off our first weekly all-staff meeting! As we continue to grow, this meeting will be our time to connect as a company, stay in sync, and ensure you’re the first to know important company news.

 

Here’s what you can expect each week:

  • Customer stories and wins that remind us why we do what we do
  • Business updates to keep everyone in the loop
  • Celebrations for work anniversaries and other milestones
  • Mission and values reminders to help us stay focused on the work that really matters

This meeting will be key to staying on the same page and up to date with what’s happening across the company.

 

Attendance is required, so look for a calendar invite coming later this week.


Date: [Insert date]
Time: [Insert time]
Location: [Insert location]

 

If you have any questions before then, please reach out to your leader.

 

Let’s make this a time that energizes and inspires us every week.

 

[Your Name]

 

Talking Points for Your First Staff Meeting

You’re about to lead your first staff meeting. Way to go! This meeting is all about setting the tone, creating excitement, and explaining the direction your business is headed. After this meeting, your ongoing staff meetings will help keep the momentum going. We’ve included talking points for both.

 

Pro tip: As you lead your staff meeting, keep the ABCs of Alignment in mind—Agree, Buy in, Commit. Your leaders will play a key role in moving toward buy-in and commitment when you roll out one-on-ones between leaders and their direct reports.
 
Talking Points for Your First Staff Meeting:
Meeting length: About 60 minutes

 

Section 1: Welcome and Why (5–7 minutes)

  • Open with excitement: “I’m thrilled to kick off weekly staff meetings and a few other changes that I believe will make a huge difference for our team and our business.”
  • Share the why: “We’re making these changes because I want everyone to feel more connected, stay informed, and have clarity about their roles in helping us grow. This is also about staying true to our mission, vision and values as we move forward together.”

Section 2: Vision Casting (7–10 minutes)

  • Paint a picture: "Imagine a team where everyone knows their part, we celebrate big wins together, and we tackle the right challenges—with everyone moving in the same direction. That’s the kind of team we’re building."
  • Share the groundwork you’ve already laid with leaders: “Over the past several weeks, your leaders and I have been using new meeting rhythms to clarify our goals and make sure we’re moving forward together.” Insert a brief summary of the work you and your leaders have been doing through leader meetings, one-on-ones, KRAs and Weekly Reports and the benefits you’ve seen.
  • Transition to the greater team: “Now, we’re excited to bring that same focus and energy to the whole team. These new tools aren’t about more meetings or paperwork—they’re about making your work more meaningful and connected to the big picture.” Feel free to bring up a few of your leaders to talk through the changes.

Section 3: Introduction of New Weekly Rhythms (12–15 minutes)

  • Let your team know about the three additions to their weekly schedule to clarify priorities, improve communication, and support their growth. Then give a quick explanation of each new cadence.
    • Weekly staff meetings: "Every week, this meeting will be our time to align as a company, talk at a high level about the work you’re doing, and celebrate wins. You’ll also get important updates and hear more about why we’re doing what we’re doing."
    • One-on-ones with your leader: "This might be the most important change, and I couldn’t be more excited. You’ll steer these regular check-ins with your leaders. They’re your time to share your wins and concerns, get clarity on goals, clear roadblocks, and have an open line of communication."
    • Weekly Reports: "This is the simplest report you’ll ever do. Once a week, you’ll get an email reminder to go to the digital Weekly Reports tool in Elite. In literally minutes, you’ll create a quick snapshot of how you’re doing and share your most pressing concerns so your leader can help you clear blockers. It will also give you an easy way to share your weekly wins.”

Section 4: Share a Personal Company Story (7–10 minutes)

  • Talk about your mission, vision and values: "Our mission is what drives us every day, and our vision keeps us focused on the big picture." Insert your mission and vision here, then connect it to how far you’ve come as a company. Consider sharing a story about your values in action and how they connect to the changes you’re making to inspire your team even more.

Section 5: Wrap up (5–7 minutes)

  • Encourage all-in participation: "These new rhythms are all about setting everyone up for success—they’re about making sure you have what you need to thrive."
  • Share next steps: "Look for some new calendar invites coming your way this week. Come to your one-on-one ready to share your thoughts and questions. Your input is crucial to making this work for everyone. Now let’s go make this day great!"

 

Talking Points for Ongoing Staff Meetings:

Meeting length: Up to 60 minutes

 

Section 1: Customer Story or Positive News

  • Highlight a company win, share positive customer feedback, or celebrate a team accomplishment. This sets the tone with energy and optimism, reminding your team that their work makes a difference.
  • Example: “Our customer satisfaction score hit 95% last month! That’s a huge credit to everyone in customer service and operations. Great job, team!”

Section 2: Desired Future Dashboard Updates

  • Share progress on company goals and the Desired Future Dashboard, showing how team contributions connect to long-term goals. Once you’ve set your desired future and defining objectives, have objective owners give updates from time to time. This keeps everyone aligned and focused on the big picture.
  • Example: “We’re ahead of schedule on our Q1 sales goal, but we’ve fallen behind on project completions. Taylor is going to share the plan to get back on track.”

Section 3: Spotlight on a Department or Business Unit

  • Have team leaders share updates on their projects, wins and challenges. This encourages ownership and transparency across the team.
  • Example: “Here’s what marketing is working on: Our website refresh is nearly ready, and here’s a sneak peek.”

Section 4: Recognizing Your People

  • Announce new hires, welcome them, and highlight any birthdays, work anniversaries or promotions. Recognition boosts connection and morale.
  • Example: “Let’s welcome Alex, our new graphic designer, and congratulate Lisa on her 10-year anniversary—she’s been a rock for this team!”

Section 5: Mission, Vision or Values Moment to Wrap Up

  • Share a story or teach a principle that reflects what’s important to your company at a foundational level. It reminds the team why they do what they do and reinforces your culture.
  • Example: “Last week, one of our customers shared how our service helped them grow their small business. This ties directly to our core value of marketplace service. Let’s keep making that kind of impact!”