How to Run Effective All-Hands Meetings with ClickUp
Using ClickUp to organize your all-hands meeting helps you turn a high-stakes company event into a focused, repeatable process that keeps everyone aligned and engaged.
This how-to guide walks you through planning, running, and improving all-hands meetings step by step, using the best practices outlined in the original ClickUp all-hands meeting guide.
Why Use ClickUp for All-Hands Meetings
All-hands meetings bring everyone together to share updates, celebrate wins, and reinforce company direction. Done poorly, they waste time and lose trust. Done well, they create clarity and motivation.
ClickUp helps you:
- Standardize agendas and formats
- Gather questions and feedback beforehand
- Assign owners and follow-up tasks
- Track decisions and action items over time
- Measure how effective each session is
Step 1: Define the Purpose of Your ClickUp All-Hands
Before building anything in ClickUp, clarify why your all-hands exists. This keeps the meeting from turning into a random status update.
Use a ClickUp Doc or task description to write a short purpose statement, such as:
- Align everyone on company goals and performance
- Give leadership a consistent forum to share updates
- Highlight wins, customer stories, and key initiatives
- Provide a space for transparent Q&A
Share this purpose in the recurring all-hands task or Doc so new and existing team members know what to expect.
Step 2: Create a Recurring ClickUp Task for the Meeting
Next, build the operational backbone of your meeting in ClickUp using a recurring task.
Set up the ClickUp all-hands task
- Create a task titled something like “Monthly All-Hands Meeting”.
- Set it to recur on the schedule you use (weekly, monthly, or quarterly).
- Add a start time and due date that match the meeting time.
- Assign it to the main facilitator or operations owner.
This recurring task becomes your single source of truth for each session.
Add a ClickUp checklist for prep work
Inside the recurring task, add a checklist to standardize preparation. Typical checklist items include:
- Confirm date, time, and virtual or in-person location
- Review and update the agenda structure
- Request updates from presenters
- Collect questions from the team
- Prepare slide deck or visuals
- Send calendar invite and reminders
With this structure in ClickUp, you prevent last-minute scrambling and missed steps.
Step 3: Build a Reusable ClickUp Agenda Template
A predictable agenda helps attendees know why they are there and how to contribute. ClickUp makes it easy to reuse the same structure with small tweaks each time.
Create the agenda in a ClickUp Doc
- Add a Doc attached to your all-hands task or in an internal knowledge Space.
- Create headings for each agenda section, such as:
- Welcome and purpose
- Company performance and metrics
- Department highlights
- Customer or product stories
- Shout-outs and recognition
- Q&A
- Next steps and action items
- Turn this Doc into a template so you can duplicate it for every meeting.
Link the agenda Doc directly in the ClickUp task so participants can view it before and during the meeting.
Timebox each agenda item in ClickUp
To keep the meeting on track, add estimated time for each section in the Doc or within the task description. For example:
- Welcome and context – 5 minutes
- Company metrics – 15 minutes
- Department updates – 20 minutes
- Recognition – 10 minutes
- Q&A – 10 minutes
Use comments in ClickUp to discuss and adjust the agenda beforehand instead of changing it during the meeting.
Step 4: Collect Questions and Topics in ClickUp
Anonymous or open Q&A is a core part of an effective all-hands. ClickUp provides a structured place to gather and prioritize these questions.
Use a ClickUp list or form for Q&A
- Create a list called “All-Hands Questions”.
- Add key fields like:
- Question text
- Department
- Anonymous or named
- Priority (high, medium, low)
- Optional: Build a ClickUp Form tied to this list so team members can submit questions easily.
Before each meeting, sort this list by priority and choose which questions to address live. You can also create tasks from unanswered questions to follow up asynchronously.
Encourage participation in ClickUp comments
Invite people to comment on the recurring all-hands task with thoughts, wins, or topics they would like covered. This keeps everything centralized in ClickUp instead of scattered across email threads.
Step 5: Coordinate Presenters and Content in ClickUp
Multiple presenters and teams typically contribute to an all-hands. ClickUp helps you manage who is doing what and by when.
Assign ClickUp subtasks to presenters
- Inside the main all-hands task, create subtasks for each presenter or segment.
- Name them clearly, such as “Marketing update” or “Product roadmap overview”.
- Assign each subtask to the relevant presenter with due dates a few days before the meeting.
Ask presenters to attach their slides or talking points directly to their subtasks in ClickUp. This makes it easier for the facilitator to review and keep content aligned with the meeting purpose.
Use ClickUp views to track readiness
Switch to a Board or List view filtered by the current all-hands session and quickly see which subtasks are still in progress. This transparency helps avoid last-minute surprises.
Step 6: Run the Meeting Using ClickUp
On the day of the meeting, use ClickUp as your live control center.
Facilitate with the ClickUp task and Doc open
- Keep the all-hands task open for quick access to links and owners.
- Share your screen with the agenda Doc so everyone can follow along.
- Move through the sections in order and timebox discussion.
As new decisions or commitments come up, capture them directly in ClickUp as tasks so nothing is lost.
Document action items in ClickUp
- Create a dedicated section in the agenda Doc or a separate list called “All-Hands Action Items”.
- During or immediately after the meeting, convert each action item into a task.
- Assign owners, due dates, and relevant details.
This simple discipline turns the all-hands from a passive update into a driver of concrete follow-through.
Step 7: Follow Up and Improve Using ClickUp
Consistent follow-up signals that the all-hands is worth attending and that leadership listens. ClickUp gives you the structure to close the loop.
Share a recap using ClickUp
- Summarize key points, decisions, and wins in the agenda Doc or a recap Doc.
- Share the link in your communication channels so those who missed the meeting can catch up.
- Attach the recording to the ClickUp task if you record the session.
Keep all past agendas and recaps organized in a dedicated Folder so people can reference prior meetings.
Gather feedback through ClickUp
To continuously improve your all-hands format, create a short feedback task or form in ClickUp with questions like:
- Was the meeting a good use of your time?
- What should we do more of or less of?
- Were the updates clear and relevant?
Review this feedback before planning the next session and adjust the agenda, timing, or format as needed.
Advanced Tips for Scaling All-Hands in ClickUp
As your company grows, your all-hands becomes more complex. ClickUp can support you as participation and content increase.
- Use custom fields to tag agenda items by theme (product, people, operations).
- Create separate lists for regional or departmental all-hands that roll up to a global Folder.
- Standardize templates so every all-hands, regardless of team, follows a similar structure.
- Automate reminders for presenters and question submitters using ClickUp automations.
If you need help designing a scalable structure for your workspace and meetings, you can also work with optimization specialists such as Consultevo to configure ClickUp for long-term growth.
Putting ClickUp All-Hands into Practice
When you combine a clear purpose with structured preparation, a reusable agenda, and strong follow-up, your all-hands meeting becomes a powerful alignment tool instead of a recurring interruption.
By using ClickUp for every step—from agenda planning and Q&A collection to presenter coordination and action tracking—you create a repeatable system that scales with your team and keeps everyone focused on the same goals.
Start by creating your recurring all-hands task in ClickUp, attach a simple agenda Doc, and iterate from there. Each cycle will get smoother, more engaging, and more impactful for your entire organization.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.
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