How to Run All-Hands Meetings in ClickUp

ClickUp makes it easy to plan, organize, and improve your all-hands meetings with clear agendas, templates, and task tracking for every team member.

This how-to guide walks you through setting up a repeatable, effective all-hands process, from choosing the right agenda structure to following up on action items.

Why Use ClickUp for All-Hands Meetings

All-hands meetings are expensive in time and attention. A structured workspace keeps them focused, transparent, and consistent.

Using a dedicated workspace helps you:

• Share a single, living agenda before every meeting
• Assign owners to each segment and topic
• Record decisions and next steps in one place
• Track follow-ups across teams and departments

The approach below is based on the all-hands agenda structures described in the original guide at this ClickUp blog article.

Step 1: Choose a ClickUp All-Hands Agenda Structure

Before you build your workspace, decide what type of all-hands meeting you will run. The source page highlights several proven formats that you can easily mirror.

Company-wide ClickUp All-Hands Format

Use this agenda when you need full organizational updates and alignment.

• Welcome and wins
• Executive updates
• Department highlights
• Key metrics and progress
• Product or roadmap updates
• Q&A and feedback
• Action items and next steps

Choose this format if you want a single recurring meeting for the entire company.

Department-Level ClickUp All-Hands Format

For functional teams (marketing, sales, engineering) use a department-focused structure:

• Team metrics and KPIs
• Project status updates
• Roadblocks and dependencies
• Resource or staffing changes
• Team recognition
• Questions, risks, and decisions

This lets each department dig deeper while still following a clear outline.

Project-Focused ClickUp All-Hands Format

When a single initiative needs attention from many stakeholders, use a project-focused agenda:

• Project goal and current phase
• Timeline and milestone review
• Cross-team updates
• Risks, blockers, and mitigations
• Customer or stakeholder feedback
• Decisions and assigned action items

Pick one structure and keep it consistent so participants know what to expect.

Step 2: Build a ClickUp Space for All-Hands Meetings

After you pick your format, create a dedicated workspace so everything related to your meetings lives in one place.

1. Create a new Space named “All-Hands Meetings”.

2. Add Folders for each type of all-hands (for example, “Company All-Hands”, “Marketing All-Hands”).

3. Inside each Folder, create a List for the current quarter to store all related tasks and docs.

This simple structure keeps past agendas and notes searchable and organized.

Step 3: Set Up a Reusable ClickUp Agenda Template

Now translate your chosen format into a repeatable template so you do not rebuild the agenda every time.

Create an Agenda Doc Template in ClickUp

1. Inside your List, create a new Doc named “All-Hands Agenda Template”.

2. Add sections that reflect your chosen structure, such as:

   • Meeting details (date, time, owner)
   • Objectives for this meeting
   • Segmented agenda with time boxes
   • Discussion topics and presenters
   • Decisions
   • Action items with owners and due dates

3. Convert this Doc into a reusable template so it can be cloned for each future meeting.

Use Tasks to Track ClickUp All-Hands Topics

To keep discussions focused and actionable, represent agenda topics as tasks.

1. Create a task for each major agenda item, such as “Executive Update” or “Product Demo”.

2. Add the presenter as the task assignee and set a due date that matches the meeting date.

3. Use custom fields for time allocation, priority, and department.

4. Link related docs, dashboards, or external resources directly in the task.

During the meeting, you can move tasks through simple statuses like “Planned”, “In Meeting”, and “Completed”.

Step 4: Prepare for the Meeting in ClickUp

Preparation ensures that your time together is spent on decisions instead of last-minute planning.

Share the ClickUp Agenda Early

At least a few days before the all-hands, do the following:

• Duplicate the agenda template Doc for the specific date.
• Rename it with the meeting title and date.
• Share the Doc link with all attendees.
• Ask leaders to add their topics, links, and slides directly in the Doc or related tasks.

Encouraging contributions ahead of time reduces surprises and makes progress visible.

Collect Questions and Feedback in ClickUp

To make Q&A more inclusive and efficient, give people a place to submit questions.

• Create a task or section titled “Questions for Leadership”.
• Allow team members to comment or add subtasks for each question.
• Upvote or prioritize questions to cover the most impactful topics.

This system keeps everything captured for reference after the meeting ends.

Step 5: Run the All-Hands Meeting Using ClickUp

During the actual session, your workspace becomes the single source of truth.

Follow the ClickUp Agenda Live

Use screen sharing or a projector so everyone sees the same agenda and notes.

• Start with the objectives and schedule.
• Move through each agenda section in order.
• Mark tasks as done when a topic is fully covered.
• Park off-topic issues in a “Parking Lot” section for later review.

Keeping the meeting anchored to the agenda helps avoid time overruns and confusion.

Capture Decisions and Action Items in ClickUp

While each topic is discussed, record outcomes directly in your workspace.

• Add bullet points under “Decisions” in the Doc for each item resolved.
• Create or update tasks for every action item.
• Assign each task to an owner with a clear due date.
• Tag the relevant department or project for visibility.

When decisions and next steps are documented in real time, you avoid lost context and unclear follow-up.

Step 6: Follow Up and Improve Each ClickUp All-Hands

What happens after the meeting determines whether your all-hands actually drive change.

Send a ClickUp Summary After the Meeting

Right after the session, share a concise recap:

• Link to the agenda Doc and recording (if available).
• Highlight key decisions and announcements.
• List critical action items with owners.
• Include open questions and parking lot topics.

Posting this summary in a shared channel ensures everyone, including people who could not attend, stays aligned.

Review Actions and Metrics in ClickUp

Before your next all-hands, review how well you executed the last one.

• Check completion rates for action-item tasks.
• Review any recurring issues or delays.
• Update metrics and charts to reflect the latest results.
• Refine your agenda template based on feedback.

Continuous improvement turns your all-hands into a reliable engine for communication and accountability.

Additional Resources Beyond ClickUp

For teams wanting more help with meeting design, AI workflows, or broader productivity systems, you can explore consulting resources such as Consultevo alongside the workflow you build in your workspace.

By selecting a clear agenda structure, building a repeatable template, and consistently documenting outcomes, you can run all-hands meetings that are focused, transparent, and aligned with your company goals.

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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