Unlocking the power of town halls: Connecting strategy with your workforce

Live events and town halls are crucial communication channels for connecting employees with organizational leaders and aligning them with the company’s strategic direction. Whether your workforce is dispersed across multiple locations or concentrated in one area, town halls offer a unique opportunity to unify your team around common goals.

Here’s how internal communicators can enhance these events to ensure that all employees are informed, engaged, and connected:

1. Do pre-town hall marketing

Build anticipation and ensure maximum participation by promoting the event through various channels, ensuring all global and frontline employees know about the event. Consider using an intelligent communication platform to internally market the town hall and reach all workers, especially frontline workers who may miss (or not even have access to) a town hall email or calendar invite. A communication platform will allow you to easily use an omnichannel approach to better reach employees, whether through mobile apps, push notifications, email, desktop alerts, or digital signage.

In your communications, build excitement by spotlighting key event highlights — think product reveals, customer success stories, or major award announcements. Make sure to include essential details like date, time, and agenda, and invite employees to pre-submit questions or agenda topics to help shape the discussion. Additionally, consider leveraging insights from pulse or engagement surveys to identify gaps in strategy communication and fine-tune the agenda topics.

2. Stream live and provide on-demand access

Given that 80% of the workforce is deskless, it’s vital to make the event accessible to everyone, regardless of their location. Stream the town hall live via mobile app and browser and ensure that a recording is available on demand afterward. This approach allows all employees — whether they are on the road, on the manufacturing floor, or in retail settings — to stay connected. Additionally, consider airing the event on digital signage in common areas, like a cafeteria or break room, to reach even more employees. Lastly, consider hosting “viewing parties” (both live and on demand) to ensure local sites are set up to view the town hall together, accommodating different schedules for in-person gatherings. This fosters a shared experience and boosts engagement across all locations.

To learn how to embed livestreams in Firstup, check out our detailed Knowledge Base article.

3. Tell a compelling story

Leaders, in collaboration with the communication team, should carefully craft the town hall agenda to create a narrative that resonates with employees. This storytelling approach not only makes the content more engaging but also helps employees understand how their roles contribute to the company’s broader objectives. Encourage leaders to be authentic and organized, making the event not just informative but inspiring.

4. Facilitate two-way communication

Engagement isn’t just about telling a good story and employees listening; it’s about participating. Provide multiple channels for employees to interact during the event. In addition to allowing pre-submitted questions, enable real-time Q&A sessions with mic runners for in-person attendees and an anonymous polling tool like Poll Everywhere for in-person or virtual participants. This ensures that all voices can be heard, even those who may be hesitant to speak up publicly. If time doesn’t allow for all questions to be addressed during the event, include answers in the post-event recap.

Don’t forget to spotlight your employees! Consider collecting photos in advance to showcase “a day in the life” across your teams. Feature these snapshots as attendees log in and during transitions between speakers to create a more engaging and personalized town hall experience.

5. Send a comprehensive recap

After the event, follow up with a detailed recap that includes a link to the on-demand recording, answers to any outstanding questions, and a summary of key points discussed. This ensures that everyone, even those who couldn’t attend live, have access to the information. Using an intelligent communication platform, like Firstup, can help you deliver this content effectively, ensuring it reaches the right people at the right time.

Looking for the best way to write a recap? Break content into easily digestible, scannable sections. Consider adding quick, short video summaries or high-level takeaways for an even more engaging and helpful town hall recap.

6. Gather feedback with a post-event survey

Finally, send out a survey to gather feedback on the town hall. Also consider sharing a QR code right at the end so employees complete it immediately and all have access to the survey. Ask employees about their overall experience, what they found most valuable, what they learned, and areas for improvement. This feedback is invaluable for refining future events and ensuring they continue to meet the needs of your workforce.

By implementing these strategies, internal communicators can transform town halls and live meetings into powerful tools for connection, engagement, and alignment with the company’s strategic vision.