The Makings of an Effective Offsite Meeting
Feb 06, 2023 · 9 mins read ·Company Culture, HR Strategies & Systems, People Management
Have you ever been cooped up in a cubicle or home office for so long that you start to lose focus?
Do you find yourself snacking quite often to stay awake?
Have you been staring at your computer screen for too long but can’t bring yourself to accomplish one task for the day?
Are you feeling a lot crabbier or negative than ever?
If you said yes to all these you’re probably in dire need of a change in scenery.
And meetings present the perfect excuse and reason to bring the whole team together outside the building.
What is an offsite meeting?
What’s the use of the board room or premium Zoom if the team heads out for a meeting?
There are many benefits but let’s define what an offsite meeting is all about.
A meeting that is held away from the office is known as an offsite meeting. The objective is to bring your team together to discuss broad-based strategies or goals or to set aside time to advance more ambitious projects.
Offsites are frequently utilized to launch initiatives create quarterly plans or boost team morale.
Why is an offsite meeting helpful to the team?
Since the meeting is done outside office premises the company expects that there will be additional expenses.
Are the expenses worth it? Yes! And here are some excellent reasons why:
1. Lift people’s spirits
Most offsites involve more than just finishing the assignment. They frequently consist of an enjoyable team-building activity.
According to Worklab a US-based coworking provider the fun component of many offsite meetings can help team members feel good about their work.
In addition a new place can be thrilling especially if it’s in a cool metropolitan area perfect for happy hours after work.
2. Offer a fresh perspective
A shift in the physical environment can be beneficial when coming up with fresh ideas.
The brain may get desensitized if meetings occur in the exact office location and simultaneously.
3. Motivate more people
Haven’t you noticed how a change in the routine now and then makes you excited? Offsite meetings are the same.
Because it’s right in their schedule your employees tend to talk about what’s going to happen in it what the food would be what people would do after the meeting—there’s a general buzz surrounding the event.
Offsite meetings have the power to revitalize and reenergize workers.
Employees feel significant and trust that their participation matters because an investment was made in their invitation.
Everyone has agreed to take a day off from their regular jobs so they are more likely to focus intently on the discussion’s subject.
4. Better time management
How much time is lost due to meeting participants showing up late reading their emails responding to last-minute requests for assistance or the numerous other regular office interruptions?
Take them off site where they can concentrate better to avoid it all. The result is considerably higher productivity.
Meeting in a different location might highlight the one day and by establishing a deadline can encourage decision-making.
5. Promotes camaraderie
Whether your business operates locally remotely or in a hybrid setting it’s likely that not all team members have had the opportunity to get to know one another as well as they would have liked.
Offsites provide a method for the team to interact meaningfully outside of work. They offer a fantastic opportunity for your remote-first teams to move their relationship from the metaverse to the physical world.
Employees can come out of their shells and establish a sense of camaraderie through things like team-building exercises.
Getting the team out of a work environment will help them get to know one another better personally whether through a planned team-building activity or something more impromptu like after-work cocktails.
How to plan effective offsite meetings
There are a few things to think about that will be different from an on-site meeting before you start organizing offsite ones.
Here’s a checklist of considerations that can make or break your next offsite meeting:
1. Scout a good location
Find a convenient location for all participants when selecting the offsite venue. In some cases remaining nearby the office without being immediately next door will do the trick.
By doing this the likelihood of a travel issue is reduced.
If possible visit the location in person to get a sense of the parking signage accessibility and restroom availability.
Your chosen location should support your audio and visual needs.
After all you’re there for a productive time—imagine the horror (and utter waste of time) of not having the space or facilities to plug in a microphone and projector.
So before making a reservation confirm that the venue can meet your A/V requirements.
You’re taking the team out so it goes without saying that there will be food and drinks at the event.
The simplest choice is to have food catered as your team may need options. Another alternative is to provide menus in advance and let them choose meals.
Keep attendees focused and energized with food boxes because these sessions need infinite amounts of brain power. Nothing beats a satisfying snack in between meetings or meals.
The point is to ensure that the venue still has all the comforts and necessities your office offers.
2. Plan your entertainment and agenda
For the offsite experience to be effective careful planning is required.
Remember that while the attendees should be engaged in experiential learning throughout the event you don’t want them to become worn out after a few hours so you need to come up with innovative ideas for offsite meetings.
Once you know the objectives for the offsite you may start brainstorming ideas for events meetings workshops training sessions and other types of offsite meetings.
Plan for activities that will keep participants interested when drafting an agenda. Mix organizational levels for effective team formation that simultaneously fosters and strengthens relationships.
Ask management to check your agenda to make sure it satisfies their requirements. So that they may adequately organize the event without feeling rushed you’ll want to deliver it to guests as soon as possible.
3. Keep up the pace
Set the stage for sustained teamwork and productivity during and after the offsite meeting.
Ensure that each session’s ideas and solutions are thoroughly documented. In addition the offsite should provide attendees with concrete next steps.
Invite everyone back together a few days after the meeting to share their successes and gather feedback.
Doing this can increase the value and effectiveness of subsequent offsites.
How Hezum can help
A lot is going on when preparing for an offsite meeting.
From the venue to the event proper your HR department will indeed have their hands full crafting a memorable and productive experience for the whole team.
And that’s already considering they don’t have other administrative tasks which is of course not the case. HR duties don’t stop just because they have an event to plan.
But what if there’s a way to give back time to your HR staff?
Enter Hezum a complete HR solution for small to medium-sized companies.
Let Hezum tackle your HR dailies from onboarding to managing time-off requests.
This way they’ll have more time to dedicate to coming up with strategies to keep employees satisfied and engaged.
Being away from the workplace promotes creative brainstorming and gives team members the room to generate fresh ideas.
Offsites can pave the road for short- and long-term success with careful planning and the right combination of focus and pleasure.
Speaking of planning help your HR department plan and execute the best corporate events.
Utilize a complete HR solution like Hezum to give your employees the time to focus their energy on making an effective offsite meeting.
Want to learn more about Hezum’s solutions? Visit the website today.
Tricia Tan - Content Writer at Hezum