All Hands Meeting Production SOP

Standard operating procedure for planning, producing, running, recording, and following up on an all-hands meeting.

Steps

• Define the meeting objective and scope
  The meeting organizer defines the purpose, target audience, expected outcomes, and meeting format (in-person, virtual, or hybrid). The organizer confirms whether the meeting is informational, decision-oriented, or action-oriented and records the scope in the meeting brief.
• Collect agenda items and speaker inputs
  The meeting organizer requests agenda items, updates, and speaker requests from the executive sponsor and functional leaders. The organizer confirms each item owner, topic title, and time allocation, and removes duplicate or out-of-scope items.
• Prepare the run-of-show and production assets
  The meeting organizer builds the run-of-show, sequences the agenda, and assigns each segment to a role. The organizer verifies slide readiness, speaker notes, transitions, and any polling, Q&A, or live demo requirements. The organizer records any dependencies that could cause a deviation from the planned schedule.
• Verify technical readiness and recording setup
  The AV/IT support person tests audio input, audio output, camera framing, screen sharing, and recording permissions. The AV/IT support person confirms the correct meeting link, backup host, and storage location for the recording. If any critical function fails, the AV/IT support person escalates to the meeting organizer before the meeting starts.
• Open the meeting and confirm attendance
  The meeting organizer opens the meeting on time, confirms the executive sponsor or host is present, and records attendance. The organizer states the meeting objective, agenda, timing expectations, and how questions will be handled.
• Run each agenda item in sequence
  The meeting organizer follows the run-of-show and hands control to each presenter at the assigned time. Each presenter delivers only the approved content, stays within the time tolerance, and flags any deviation that affects the agenda or decision path. The note taker captures decisions, action items, and unresolved questions in real time.
• Manage questions, deviations, and escalations
  The meeting organizer triages questions from attendees and decides whether to answer live or defer. The organizer logs any deviation from the agenda, identifies the owner, and escalates unresolved issues to the executive sponsor or appropriate functional leader.
• Close the meeting and confirm next steps
  The meeting organizer summarizes decisions, action items, due dates, and owners. The organizer confirms where the recording, slides, and notes will be stored and states any required follow-up meetings or deadlines.
• Document action items and non-conformances
  The note taker updates the action item log with owners, due dates, and status. The organizer records any non-conformance, missed deliverable, or material deviation from the planned meeting process and assigns corrective follow-up where needed.
• Publish the meeting record and follow up
  The meeting organizer uploads or links the final recording, slide deck, attendance record, and notes to the approved repository. The organizer sends the recap to attendees, assigns follow-up tasks, and tracks completion until all action items are closed or formally deferred.