• General Announcements (Schedules, HR/Staffing, Accounting)
  • “Minute” Presentations Rotations of short (1-2 minute) presentations for Marketing, Writing/Editing, Language (industry terminology), Marketing, Admin Team, and IT.
  • WOW Moments Each Office gives 2 WOW moments per year. WOW presentations are short (3 minute) presentations about innovative projects, ideas, or approaches used on projects. Guidance is saved on a tab of the Staff Meeting and Training Calendar excel. There is a template that WOW presentations should follow. WOW presentations and the template are saved here: I:\Administrative\Staff Meeting\WOW Moment Presentations
  • Research Groups Rotates through the different resource groups. Reach out to captains (identified in the All-Staff Meeting schedule under "Points of Contact") to provide a 3-minute update on the group's recent efforts to be shared with the company


During the Monday All Staff Meeting, each agenda item is accompanied by a Power Point slide with the presenter’s headshot, title/credentials, and office location.


The Boston Office Coordinator assembles the preliminary notes for these meetings and creates the Power Point Headshot slides. The Seattle Office Coordinator cleans and adds to the notes and posts the final version to In the Loop.


Meeting Preparation Process

Each Monday after the All Staff Meeting, the Boston Office Coordinator will send out the Upcoming Roles email to everyone who is on the agenda to present at the next staff meeting. The schedule for this can be found here: "I:\Administrative\Staff Meeting\All Staff Monday Meetings\2023\2023 All Staff Meeting Schedule.xlsx" . There is a “Points of Contact” tab on the schedule to help determine who to send this email to.


The email should specify who/what is on the agenda for next week’s staff meeting, how much time each presentation is scheduled for, and request confirmation by Friday afternoon.


Sample Upcoming Roles email:


Good Afternoon Everyone,


You are on the docket for the next staff meeting on [date]! Please confirm by noon Friday if you or a member of your team will be able to fill the following roles. As a kind reminder, please keep your section to the allotted time so we can keep our meetings on schedule.


  1. Operations Minute | TEAM: STAFF Presenter (2 min – rotates to each group – Marketing, Admin, IT, Contracts, Accounting, and graphic design once or twice a year)

 

  1. Office/WOW Moment | OFFICE: STAFF Presenter (5-6 min, can have multiple speakers)

One office each week.  We will rotate through all of the offices.  Some offices will go twice a year, and others just once—so make your moment count!  Format should be no more than 2 slides introducing the team, and no more than 5 slides focusing on a key project, WOW moment-style.  Please use WOW Template, attached.

 

  1. Special Topics or Research Groups/Practice | GROUP: STAFF Presenter(s) (1 group a year) (3 mins)

For this we will profile each resource group/practice area, rotating through all of them.  


If you plan on using PowerPoint slides, please email the slides to Ben, Matt, Jared, and adminteam@tooledesign.com no later than Monday at 11am.


Thank you very much!


As people confirm that they will be presenting, track their responses in the All Staff Meeting draft agenda. The agenda is the first thing to be created, and is sent to RJ and Jennifer for review before the upcoming roles email has been sent. The agenda will not be attached to the upcoming roles email.


If people have not confirmed whether they are able to present by Friday afternoon, send a reminder email and highlight those who have not responded:

Good Morning,


This is a friendly reminder to please let me know if you or a member of your team are able to fulfill the roles listed below for the upcoming [date] All Staff Meeting.


Please let me know if you have any questions or if you need to reschedule.

Thank you!


Once all roles have been confirmed (Monday the week prior at the latest), the All Staff Meeting Coordinator sends out the Confirmed Roles email to Jennifer, RJ and everyone slated to present at the Monday meeting. CC Lakshya, Jamie, the Admin Team and the IT Team on this email. The draft agenda for the meeting should be attached to this email.


Sample Confirmed Roles email:


Good Morning! 

 

Here are the confirmed roles and agenda for the Monday, [date] All-Staff Meeting.

 

General Updates: Jennifer or RJ

 

New Staff:

 

HR: Jamie Lerner

 

Operations Minute: [Staff]

 

Office/WOW Moment | Office: [Staff]

 

Special Topics or Research Groups/Practice | Practice Group: [Staff]

 

Keep an eye on these upcoming meetings and trainings: 

[Meeting/Training]

 

 

The draft agenda for Monday’s meeting is attached. 

 

IMPORTANT REMINDERS:

  • Please send your slides to Ben, Matt, Jared, and adminteam@tooledesign.com by 11am on Monday
  • Please send any additional notes for your presentation to adminteam@tooledesign.com as this ensures the meeting minutes most accurately reflect the presentation you give
  • If anyone other or in addition to you will be presenting at the meeting, you must let the IT team know before the meeting so they can send a special webinar presenter invitation to them

 

Thank you!