beam-ai-team/allhands-prep

All-Hands Preparation

Helps prepare structured, energizing all-hands meetings following Beam's established guidelines and format.

Safety Contract

Before saving an agenda, talking points, or prep checklist, show the meeting date, theme, source context, destination path, and whether confidential company updates are included. Require explicit user approval in the current turn before writing or sharing materials. Do not send calendar invites, post announcements, or publish all-hands materials from this skill.

Workflow

1. Understand the Context

Ask the user:

• Theme: What's the one clear theme for this all-hands? (e.g., "Customer Obsession", "Execution Standards", "Strategic Shift")
• Date: When is the all-hands scheduled?
• Goal: What behavioral shift or outcome do you want from the team?
• Previous all-hands: Any context from recent all-hands that this projects on or contrasts with?

2. Structure the Meeting

Follow the standard structure (25-35 minutes max):

| Section | Duration | Purpose | |---------|----------|---------| | Opening | 2 mins | Set energy and theme | | Team Updates | 5-7 mins | Quick wins and what's coming | | Main Topic | 10-15 mins | Core message of this all-hands | | The Ask | 3 mins | What we need from everyone | | Close | 2 mins | Land the message, create momentum |

3. Draft Content

For each section, help draft:

• Opening: Quick energy check, connect to mission/values, introduce theme
• Team Updates: Remind leads of format (60-90 sec: one shipped, one coming, one number)
• Main Topic: Frame the why, make it concrete with examples, show team effort, connect to values
• The Ask: Specific asks for each team (Engineering, Solutions, Product, GTM)
• Close: One memorable line that lands the message

4. Create Prep Checklist

Generate checklist with:

• 1 week before: Confirm theme, identify speakers, start deck
• 3 days before: Slides complete, notify department leads, prep featured speakers
• 1 day before: Run-through with speakers, final slide review, calendar reminder
• Day of: Tech check 10 mins before, start on time

5. Slide Outline

Suggest 8-10 slides max:

1. Title (Theme + Beam logo)
2. Mission/values connection
3. Framework or model (if applicable)
4. Team effort visual
5. Customer/example slides (1 per example, keep tight)
6. The Ask (what we need from each team)
7. Close (one memorable line)

Key Principles

Respect time: 25-35 minutes max. If it can't be said in 35 minutes, it's too much.

One message: People remember one thing. Make sure you know what that one thing is.

Show, don't tell: Real examples > abstract concepts. Name names. Share specifics.

Energy is contagious: The tone you bring is the tone the team will carry out.

Forward motion only: All-hands should leave people energized to act, not drained.

Tone Guidelines

• Energy level: 8/10 - Fired up, but not manic. Confident, not desperate.
• Pace: Brisk - Don't linger. Forward motion in delivery mirrors forward motion in message.
• Be specific - No vague "let's do our best" - actual examples, actual names, actual expectations.

What to Avoid

❌ "We're going to try to..." → Say "We're doing..." ❌ "I hope everyone can..." → Say "Here's what I need from you..." ❌ "Does this sound good?" → Say "This is the direction. Questions?" ❌ Long explanations of problems → Brief context, then focus on solutions

References

• references/guidelines.md - Complete Beam all-hands guidelines
• references/template.md - Standard all-hands structure template

Output

Create a markdown document with:

• Meeting structure with timing
• Talking points for each section
• Slide outline
• Prep checklist
• Open questions to resolve

Save to 03-projects/01-ceo-office-automation-system/03-working/allhands-prep-[date].md or user-specified location.