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All-hands agenda template

Run of show for a company all-hands: timed segments with presenters, Q&A collection, and follow-ups owed afterwards

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Use it when

You are running a company or department all-hands and need one run of show that presenters, the host and the Q&A moderator all work from

Who it's for

ExecutiveFounderOperationsCommunicationsManager

Part of a kit

Team rituals, step 4 of 5. The recurring meetings a team runs on: weekly team meeting, 1:1s, retros, all-hands and offsites.

Filled example

The template filled in for a made-up company, so you can see what good looks like.

Brightline October all-hands

Host: Dana Okafor · Date: 2026-10-09 · Time: 16:00 to 17:00 UTC · Link: company video room

Purpose: everyone leaves knowing why we are pausing the mobile app, what Q4 focuses on instead, and that leadership will answer every question asked.

Run of show

Start Length Segment Presenter Materials
0:00 5 min Welcome and agenda Dana Okafor Opening slide
0:05 12 min Company update and the mobile pause Marcus Hale (CEO) Q3 numbers deck
0:17 8 min Team spotlight: Data Platform Yuki Tanaka Demo recording
0:25 5 min Recognition Dana Okafor Kudos board
0:30 25 min Q&A Moderator: Ines Duarte Question form
0:55 5 min Close and follow-ups Dana Okafor

Sections

Company update

ARR
$8.4M
▲ +9%
Net revenue retention
112%
  • Q3 closed at 96% of plan; enterprise beat target, self-serve missed by 14%
  • Mobile app paused: 4% of active users, 30% of engineering time
  • Q4 focus: reporting rebuild and the Fernhill partnership

Team spotlight: Data Platform

  • Rebuilt the export pipeline: nightly jobs now finish in 40 minutes, down from 5 hours
  • Lesson: shipping the backfill tool first saved two weeks of manual fixes

Recognition

  • Sam Ortiz for staying with Northwind through a weekend outage and writing the clearest status updates we have had
  • The Support team for cutting first response time to under two hours

Q&A collection

# Question Theme Votes Answered by Live or written
1 What happens to the mobile engineers? Mobile pause 41 Marcus Live
2 Will self-serve pricing change? Revenue 22 Priya (CRO) Live
3 Is the hiring freeze still on? Hiring 18 Marcus Live
4 Can we get the Q3 deck after the call? Logistics 6 Dana Written

Host checklist

Follow-ups

The template

Show the blank template

All-hands agenda

Host: [your name] · Date: [date] · Time: [start] to [end] · Link: [video link]

Purpose in one sentence: what should everyone know or feel when they leave?

Run of show

Times are cumulative. Presenters confirm their slot and send slides by [day before].

Start Length Segment Presenter Materials
0:00 5 min Welcome and agenda
0:05 10 min Company update
0:15 10 min [Team spotlight]
0:25 5 min Recognition
0:30 25 min Q&A Moderator: Question form
0:55 5 min Close and follow-ups

Sections

Company update

The few numbers and decisions that matter this period. Be honest about misses.

[Headline metric]
0
▲ +0%
[Second metric]
0

[Team spotlight]

One team, one story: what they built, why it matters, what they learned.

Recognition

Name people and the specific thing they did.

Q&A collection

Questions come in through [form link] until [cutoff]. The moderator groups them by theme and picks the order.

# Question Theme Votes Answered by Live or written
1 0

Host checklist

Follow-ups

Everything promised on stage, with an owner. Post answers to everyone.

Questions

How long should an all-hands be?
Forty five to sixty minutes, with at least a third of it for Q&A
How do we handle anonymous questions?
Collect them in a form ahead of time, answer the most upvoted ones live and the rest in writing within a week
What happens to unanswered questions?
Each one gets an owner and a date in Follow-ups and the answers are posted to everyone

Fill it with your agent

Connect Claude to reph over MCP, then paste this. The draft arrives as suggestions you accept or reject section by section. How to connect Claude.

Find my reph doc "All-hands agenda" with search_docs, then read it with read_doc. Draft the run of show from the segments and presenters I paste, inside the time slot. Group Q&A form questions by theme and flag those needing a prepared answer; leave answers to leadership. File it with suggest_edit, one replace_section op per section (heading line kept) so each can be accepted alone. Ask each open question (segments without a confirmed presenter, questions needing an owner) with add_comment quoting that section's heading line, then call request_review with a one-line summary.

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