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I:\Administrative\Staff Meeting\All Staff Monday Meetings\2023

All Staff Meeting Coordinator: This is the office coordinator that puts together the agenda, sends reminder emails, and coordinates the meeting. This person is the point of contact for all things All-Staff related and is in charge of keeping everything organized and running smoothly. This position was previously held by the Boston Office Coordinator.

Draft Agenda: This is the agenda that determines what topics will be covered in the All-Staff meeting. It is created by the All Staff Meeting Coordinator and sent to RJ and Jennifer for review before going out to presenters. This agenda is created using items from the Mural board, which Jennifer or RJ will provide, as well as items from the 2023 All Staff Meeting Schedule.

Staff Meeting Notes: This is the document where the speaker notes will be recorded. It will list all the impressions, new hires, exiting staff, upcoming meetings, and notes from presenters on their respective announcements and topics. Ask that presenters send their notes to be included - otherwise, transcribe the notes from the meeting recording. The Staff Meeting Notes are prepared by the All Staff Meeting Coordinator and edited and rounded out by the Seattle Office Coordinator (Miranda).

2023 All Staff Meeting Schedule: This is an excel document prepared at the end of the previous calendar year by the All Staff Meeting Coordinator. This is where the agenda items come from - everything is determined in advance, although week to week there may need to be changes made, depending on what's going on that week. There are several tabs in the document:

• 2023 Schedule: This is the schedule. The topics are filled in already, and just need to be pulled into the draft agenda.
• New Cycles: This lists the different groups that will present throughout the year, along with contact information for each. Some groups will present more than once, and some groups are scheduled to present quarterly. This is all outlined in this tab.
• Yearly Trainings: There are a few trainings that take place over the summer and fall months. These will already be populated in the schedule, but also act as a guide when making the next year's schedule.
• Guidelines: These are the rules for each spotlight and presentation, which include length of presentation, presentation guidelines, and important notes for presenters.
• Points of Contact: Lists the various office directors for Office Spotlight presentations. When sending the upcoming roles email, this list will come in handy.
• 2023 Schedule Planning: This is only used when creating the schedule at the end of the previous year. This one was created in December 2022, and acts as an easy method of filling in presentations, making sure that each group will present, and laying out the framework for the year's staff meetings. This can be ignored until the new yearly schedule needs to be created in December.

Upcoming Roles email: This is the first email that goes out to presenting staff. A template is located on the Toole Design Admin Calendar on Monday afternoons. Attached to this template is the WOW moment PPT template for office spotlights to use, and a framework of how the agenda should look in the body of the email. This email is typically sent out two weeks in advance of the next staff meeting, after RJ and Jennifer have confirmed the agenda.

Confirmed Roles email: This email is sent out after presenters have confirmed their availability to present on the topics in the agenda. It should typically be sent out at the end of the first week. If staff have not confirmed by this time, highlight their names in the body of the email and they will be much more likely to confirm! A template for this email can be found on the Toole Design Group Admin Calendar on Thursdays.

Final Reminder email: This email goes out the Monday morning of the Staff Meeting. It acts as a final reminder to presenters to have their slides and notes prepared for the meeting. We generally ask that slides be shared with the Coordinator by 11:00am, but sometimes they come later. There is a template for this email on the Toole Design Group Admin calendar on All-Staff meeting Monday mornings.

Master PowerPoint: This is the PowerPoint that all the presentations will be added to, and shared via Zoom with the company during the meeting. It includes Intro slides, Upcoming Meetings, New Staff, Promotions, and the slides for the various additional presentations. It is the responsibility of the All Staff Meeting Coordinator to put this presentation together. Save the version as DRAFT until all presentations have been added, then save a copy as FINAL. A link to the final presentation will be available for staff after the meeting.

Impressions: Impressions, or Wheelies, are awarded by staff to other staff through Paylocity for jobs well done. On the morning of the All Staff Meeting, HR will send the coordinator a spreadsheet of the Impressions awarded since the last staff meeting. This information will be used to create the Impressions Slides, which will cycle before the meeting officially begins. Impressions will also be copied into the Meeting Notes and shared on In the Loop. See instructions on preparing Impressions.

Finally, best of luck to you. This is not a process that is easily learned, it will take time and patience and practice. And there will always be weeks where nothing runs smoothly. This was my responsibility for a long time, and I wrote these instructions entirely from experience. Things will change I'm sure, and you will no doubt have questions that I won't be around to answer. The most important thing is to stress good communication between all presenters, triple check the agenda, and know that to most of the company, any mistakes or mishaps will be entirely unnoticeable. You'll get the hang of it in no time.