All Staff Meetings occur on the first Monday of the month unless it falls on a holiday. In this case, the meeting will be the 2nd Monday. The calendar invite for these meetings are on the "Toole Design Group Admin" calendar.
All materials for the Monday All Staff Meeting are available at the following address on the shared drive: I:\Administrative\Staff Meeting\All Staff Monday Meetings
Breakdown of Timeline:
Monday afternoon, after the previous month's meeting: Create the Draft Agenda and send to RJ and Jennifer and ask them to confirm that the agenda is correct before it gets sent out to the larger group. Use the previous week's agenda as a template and be sure to Save As with the date of the next meeting. The agenda is created using the agenda items on the Miro Board (you may need to ask permission from Jennifer to view this).
**There should be a meeting schedule, but 2024's has not been filled in. We need to figure out if the Miro Board is where we get this or where we get this information from.**
Once the agenda is confirmed, compile the Upcoming Roles email using the Upcoming Roles email template on the Admin calendar as a guide to those presenting as identified in the schedule, as well as Jennifer, RJ, Jamie, Ernie, the Admin Team, and IT. The agenda does not need to be attached to this email - that will come later.
Two weeks before meeting: Presenters should have confirmed whether they will be able to participate as scheduled. Once everyone has confirmed, send the Draft Agenda (with any changes made over the week) with the Confirmed Roles email. The Confirmed Roles email template is in the Admin team calendar.
Friday prior to the meeting: Create the PowerPoint. Use the PPT from the previous staff meeting as a template, and be sure to Save As with the new date. Don't save over the old PPT!! Create the staff meeting notes in the same manner, using the previous meeting's notes as a template. Send the Confirmed Roles email again as a final reminder, and ask that presenters have their slides to the coordinator by Monday, 11am EST at the latest.
Monday, day of the meeting: Assemble the Impressions slides after receiving the report from HR and send to IT. Refer to the Impressions solution in the helpdesk for more info on assembling. Add presentations into the PPT created on Friday, and save copies of individual staff presentations to the "Other Presentations" folder here: "I:\Administrative\Staff Meeting\All Staff Monday Meetings\year\Other Presentations". Be prepared for last-minute submissions and changes - it's typical for the coordinator to clear their schedule on Monday mornings so as to have time for any last-minute adjustments. Be sure to send the completed Master PPT to IT before the meeting starts, as they are the ones who will be screen-sharing with the company.
Half an hour before the meeting, meet with IT to do a test-run of the PowerPoint and make sure that everything is running properly.