If you work in a hybrid office environment, chances are that your daily interactions are dominated by Zoom meetings and Slack channels. And while these tools have undoubtedly made our day-to-day working lives easier, a high-quality in-person offsite is now more valuable than ever. Offsites serve as crucial touchpoints for hybrid working teams. They create connections that pixels and bandwidth simply can’t replicate.
At NextRetreat, we’ve planned many meaningful and energizing offsites for hybrid workforces. Read on for our comprehensive guide on how to help plan yours.
Set Clear Objectives
Before we dive into the logistics of planning your offsite, think about what you want to achieve. Do you want to strengthen team bonds? Boost morale? Tackle strategic planning? Improve productivity? Or… all of the above?
Having clear goals in mind will help to shape everything, from the duration of the offsite to the venue and itinerary. Just remember, trying to accomplish too much can dilute the overall impact of your offsite.
Choose The Right Time and Duration
Timing is everything, so you’ll need to provide ample notice and preparation. For smaller teams, we recommend a minimum of three months, while larger all-hands events may require five to six months or more to allow everyone enough time to make travel arrangements.
It’s also good to ensure your offsite isn’t going to clash with any major project deadlines or public holidays that are already in the calendar.
On average, companies aim for a 3-5 day offsite. This duration strikes a good balance, making it a worthwhile trip for everyone, especially for those traveling long distances.
And don’t forget to consider different time zones when you’re planning a work schedule during your offsite!
Location, Location, Location
If your team is distributed across various locations, the ideal offsite destination should be one that the majority of team members can reach efficiently, minimizing travel time and ensuring a smooth and hassle-free journey.
Your chosen venue will set the tone for your entire offsite. The ideal place will have a combination of collaborative areas and breakout rooms, reliable WiFi connections, comfortable on-site accommodation, and plenty of outdoor space.
Design an Engaging Agenda
Balance is critical here. You want to provide a good mix of activities to keep workers engaged and motivated throughout the offsite.
Kick things off with a team-building exercise or some icebreaker activities to help everyone relax.
Add in focused work sessions during peak energy hours, but don’t forget to build in time for unstructured activities too. This allows your team to make organic connections with their colleagues.
Plan a few shared meals and social activities into the itinerary, but you don’t have to expect everyone to eat together every day for breakfast, lunch and dinner! It’s important to avoid being too rigid, so you should leave room for ad-hoc discussions and downtime in your agenda. Try not to overbook the schedule. Check out our 4 Common Mistakes When Planning Your Next Team Retreat.
Involve Those Who Can’t Attend
No matter how much notice you give, you’ll probably find that one or two team members are still unable to attend. If so, it’s important to make sure they can still engage with the offsite.
To achieve this, you might record some of the key sessions and make them available to non-attendees or choose hybrid-friendly activities where remote workers can still engage and contribute “live.”
You can use digital tools to keep track of discussions and decisions, and schedule in follow-up virtual or in person sessions to maintain momentum after the offsite concludes.
Prioritize Experience and Connection
The most memorable offsites focus on human connection. After all, they’re an opportunity for people who don’t usually work together in real life to do just that. It’s important to make the experience fun, so consider setting up a few shared experiences like cooking classes, food tasting, or team games.
When planning activities, be sure to create opportunities for cross-team mixing across all areas of the business, and include a few wellness activities such as group hikes or meditation sessions.
Lastly, make sure that your evening social events don’t just revolve around alcohol!
Be Inclusive
Consider the various needs and preferences of your hybrid team members, accommodation specific dietary requirements and cultural considerations.
Ensure activities are suitable for different physical abilities and have respect for personal boundaries, offering alternative options for those who may not want to participate in certain activities.
It’s also important to provide quiet spaces for anyone who needs time and space to recharge.
Follow Up After The Event
Soon after the event concludes, document and share the key takeaways and action items with everyone, including those who were unable to attend the offsite.
Create an accountability system or action tracker to stay on top of follow up actions, and schedule regular check-ins to maintain connections formed during the offsite.
Be sure to gather feedback and use this to shape and improve future offsite events.
Stick to Your Budget
It can be easy to get carried away, so make it your mission to invest in what matters most, for example:
- Comfortable accommodation and good food
- Flights and on-site transportation
- High-quality team activities
- Unexpected expenses
You can also try this free budget estimator.
A successful offsite can transform your company culture and drive better collaboration long after everyone returns to their regular workspaces.
