A Guide to Planning the Best Team Offsite in 2024
Offsites are a great way to bring your team together and give people the space and time they need to relax, bond, and collaborate. This is especially important in a world filled with remote work!
Although it may seem counter-productive, the benefits of taking time away from “work” for a few days include:
Helping employees bond in person (which in turn increases productivity!)
Communicating and sharing big picture company-level objectives, goals
Building your company culture in a stronger way
Helping teams and individuals clarify goals so they feel more confident about their daily responsibilities when they return to work
I’ve been to quite a few offsites (both in-person and virtual) as a participant and a facilitator. I’ve observed and experienced the benefits of stronger relationships between team members after an offsite.
More and more companies and teams are investing in both company-wide offsites and retreats and even department-level team offsites. Offsites showcase your dedication to investing in your employees so I recommend your company budgets for an offsite every single year.
If possible, plan for bi-annual offsites or even quarterly retreats.
In this guide, I’ll explore some of the best team-building activities for 2023 and help you plan the most effective offsite ever by walking you through everything you need to know.
Why are offsites important?
There are many reasons why it is important for a company to invest in offsite activities. They provide an opportunity for team members to truly bond and get to know each other (as they are given “permission” to get away from their day-to-day work routines). As a consequence, this increases employee engagement and creates a stronger sense of community, collaboration, and focus.
Depending on the nature of the job, most people are “stuck” working at their desks all day long, particularly with remote work. This can lead to boredom, lack of motivation, and poor concentration levels among employees—all things you don't want if you're trying to run a successful business!
Offsites provide a great opportunity for team building, allowing employees to bond with one another in a fun and exciting way. This can be particularly useful if you have new people who have just joined your company and are still feeling like they don't quite fit in yet. Getting them away from work-related topics allows them to get to know each other better on a more personal level which increases communication, collaboration, and productivity.
Offsite activities (should!) also help team members learn more about each other's preferences, working style, strengths, weaknesses, and personalities—which makes it easier for them to work together successfully when back at the office (more on this below!)
Step 1: Set clear goals and objectives for your offsite
There are many reasons that your company or your team might choose to hold an offsite.
Before you start planning your offsite, take some time to consider what you want to achieve. Do you want to…
Improve team communication
Build trust
Simply have some fun
Make work-related decisions
Hold effective working sessions
Setting clear goals will help you choose the right activities and make the most of your time together. Once you determine the objective, be very clear and share these intentions with the rest of the company and your team. Having clear goals and objectives for the offsite will help team members understand the purpose of the event and stay focused so they know what to expect.
Types of offsites
Work focus offsite
Your goal could be strictly business related. Perhaps you’d like to hold an offsite to conduct in-person working sessions and conduct strategic planning for the next quarter or the next year.
Many executive team or leadership team on-site may be of this nature.
Team building focus offsite
Your goal could be strictly for team building and bonding purposes. Perhaps you had a number of new team members just join. Perhaps morale is low. The purpose of these types of offsite will be less “work-focused” and focus on building strong psychological safety, team morale, improving communication, and personal growth.
The most common type of offsite I’ve seen is a hybrid of both focuses above.
Whatever your reason, you still might be thinking, "Why do we need to have an offsite?" You can get the same work done at home (if you work remotely) or in your office. But when a group of people spends time together outside of work and away from work distractions such as Slack notifications, they can come up with more creative ideas and gain a deeper understanding of each other's strengths and weaknesses.
This is especially important if you're working on something that requires more collaboration than usual. For example: if your company is launching a new product, maybe there are new features that need fine-tuning before they're ready for release. Maybe you are planning for a big new campaign. In these cases, it might make sense to bring everyone together so that everyone has an opportunity to give input on how these features should look and function — which may differ depending on who's working on them!
Offsites also help teams overcome obstacles by giving them space (literally) for discussion without interruptions from work responsibilities or emails popping up every five minutes reminding us just how much they have left to do.
Step 2: Should I hold a virtual or in-person offsite?
You can host an offsite in any location—virtually through Zoom, at your office, or at a different venue entirely. But with so many options out there, it can be difficult to decide.
Honestly speaking, nothing beats an in-person offsite where team members can communicate and engage in activities face-to-face, especially if your company typically works remotely.
If the budget is available, always hold your offsites in person.
The location of your offsite can have a big impact on its success. Consider factors such as accessibility, cost, and the type of activities that are available in the area. You may want to choose a location that is close to the majority of the team members to minimize travel time, or you may want to go somewhere more remote for a true getaway.
However, your budget for team building and offsites may be limited. During the global covid pandemic, in-person offsites were out of the question! Your budget may be the deciding factor and you may be forced to hold a virtual offsite!
Don’t worry, you can still get all of the benefits of an offsite retreat through a virtual retreat too.
The best part is that it's easier to do with virtual tools like Zoom, Microsoft Teams, and Google Hangouts. Team members still get to communicate and brainstorm with each other without expensive travel expenses.
Note that in-person offsites will still likely contain a handful of virtual attendees. For reasons such as travel limitations (some folks may not have the appropriate type of Visa to travel to certain countries), scheduling conflicts, and personal boundaries (some people may not feel comfortable attending an in-person offsite), we always recommend that in-person offsites still contain elements of virtual engagement.
Differences between virtual and in-person offsites
There are several key differences to keep in mind when planning an in-person offsite versus a virtual offsite:
Planning time: With an in-person offsite, you'll need to choose a physical location for the event. With a virtual offsite, you won't need to worry about location, as the event will take place online! Planning an in-person offsite also requires coordinating a lot of logistics such as transportation, accommodation, meals, and more. With a virtual offsite, you won't need to worry about location or logistics planning or details. This means that virtual offsites (usually) save a lot of time!
Cost: In-person offsites are more expensive due to the cost of transportation, accommodation, and meals. A virtual offsite is a more cost-effective option, as it will eliminate these costs.
Engagement: It can be more challenging to engage team members in a virtual offsite and create a sense of bonding. It will be important to choose activities that are incredibly interactive, very engaging, and allow for real-time communication and collaboration. Also, consider the time zone of your team members. If your team is spread out across different time zones, it's important to consider the time that will work best for everyone. You may need to schedule the offsite at a time that is inconvenient for some. Try your best to find a time that works for the majority of the team.
Tips for planning a virtual offsite
Overall, the key to planning a successful virtual offsite is to be mindful of the challenges and opportunities that come with a virtual event. Choose activities that are engaging and facilitate real-time communication and collaboration.
Step 3: Start planning the best offsite
An offsite requires skills in strategic planning, event coordination, production, risk management, and facilitation.
As you can see, planning an offsite requires time, energy, and resources—you will need a dedicated person to make sure the offsite is planned perfectly! This is typically not an activity just planned off the side of someone’s desk.
For company offsites, team members from the People Operations and Business Operations teams are typically involved with planning the offsite, with the help of a retreat or event planner. One example of an offsite planner that you can hire includes Flok (full company-retreat planning).
For functional offsites, a team member from the specific department is usually in charge of planning such as the Administrative Assistant, or the Director or Manager.
The best offsites are truly a team effort so don’t underestimate the value of putting offsite meetings into the calendar! A group of team members should collectively decide on the best location, date, and activities to engage in.
Step 4: Remember to involve the team
Your team members are the ones who will be participating in the offsite, so it's important to involve them in the planning process. Ask for their input on what activities they would like to do and what they hope to get out of the offsite. This will help ensure that everyone feels invested in the event, are more likely to stay engaged, and that it meets their needs and interests.
Step 5: Select fun offsite activities
There are so many fun team-building activities that can bring your remote team together.
Offsites can be a great opportunity to try new things and bond with your team, so consider planning a mix of activities that will appeal to different interests and preferences. Mixing up the activities will help keep things interesting and prevent boredom, like team-building exercises, learning opportunities, and outdoor activities.
We recommend starting off the offsite with a fun activity and icebreaker. It's a great way to get more introverted team members to start engaging. With so many different types of team-building activities out there, it can be hard to know which ones will work best for your group. We recommend polling your team to gather their ideas upfront and understand any restrictions they may have.
Creative and effective company retreat activities
Escape room: An escape room is a fun and interactive team-building activity that still encourages problem-solving and teamwork. You can also find virtual escape rooms that can be done remotely.
Outdoor adventure: Consider organizing an outdoor adventure to bond with your team and get some fresh air. Note: some people may not be able to attend in outdoor activities due to preference and health challenges. Be sure to always offer two types of options to make people feel comfortable: an ‘easy’ outdoor adventure such as walking and a more ‘extreme’ adventure.
Some offsite adventure ideas:
Bouldering
Ziplining
Hiking
Cycling
Axe throwing
Horseback riding
Whitewater rafting
Organizing a team sports activity, such as a soccer or basketball game, can be a fun way to bond, be competitive, and get some exercise. Even if team members aren't all athletic, the focus should be on teamwork and having fun rather than on competitiveness.
Cooking class: A cooking class can be a fun and unique way to bond with your team and learn new skills. Many chefs and cooking schools now also offer virtual classes that can be done from the comfort of your own home! Remember to deliver the groceries to your team members in advance through online delivery apps.
Knot-tying course: This can be fun, challenging, and practical for team members! After all, knowing how to tie knots is a survival skill!
Scavenger hunt: Doing something in the style of “Amazing Race” can be a really fun way to put the team into smaller groups so they can build a closer bond and compete against others.
Museum visit: Many museums offer private tours or activities for groups, which can be a great way to learn and have fun with your team. Many museums also offer virtual tours or online exhibits that can be accessed remotely.
Art workshop: An art workshop, such as a painting or pottery class, or creating a group sculpture, can be a creative way for your team to bond and explore their artistic side.
Wine tasting: A wine tasting can be a fun and educational activity for your team! Many wineries and wine shops now offer virtual tastings where you can learn about different wines and enjoy them together. Be sure to ask your team in advance whether everybody drinks alcohol though.
A game: A game can be a low-key and fun way for your team to get creative and competitive with each other! Many teams do things like the Marshmallow activity or create their own games. There are also many online platforms and apps that allow you to play virtual games with your friends.
Step 6: Incorporate team-building activities
In addition to fun activities, incorporate team-building activities so people can bond and build deeper trust with each other.
Trust exercises: Trust exercises are a great way to build teamwork and communication. Some examples include the trust fall activity, where one team member falls backward and trusts their teammates to catch them, or the human knot activity, where team members stand in a circle and hold hands, trying to untangle themselves without letting go.
Problem-solving challenges: Set up a series of challenges that require your team to work together to solve problems or complete tasks. These could be physical challenges, such as building a bridge out of a set of materials, or mental challenges, such as solving a puzzle or decoding a message. We recommend checking out Hyper Island’s Facilitator ToolBox to get more ideas for problem-solving challenges.
Project initiatives: It can be difficult to kickstart or co-ordinate brand new projects when stakeholders are located in different locations. Offsites can also be used for decision-making on key projects.
Remember to:
Set ground rules to create a safe space, especially people will be learning about each other in vulnerable ways. Remind people that what is shared at the offsite, stays at the offsite.
Have a series of fun icebreakers so people can get to know one another.
Consider the interests and preferences of your team when planning an offsite activity. It's important to choose an activity that will be enjoyable and engaging for everyone.
Take breaks! Don't try to pack too much into the offsite. Allow for breaks so that team members can rest and recharge. During breaks, have check-ins with your team to gauge how they feel and their energy levels.
Allow for downtime. While it's important to have structured activities, it's also important to allow for some downtime so that team members can relax and recharge. Consider scheduling some free time for team members to explore the area on their own or simply relax.
Step 7: Use CliftonStrengths as a team building offsite activity
A CliftonStrengths workshop is a good team-building activity for an offsite because it helps team members understand their own strengths and how they can contribute their strengths to the team.
CliftonStrengths is an assessment tool developed by Donald Clifton (now owned by the Gallup organization) that helps individuals identify and understand their natural, unique talents and how they can use those talents to achieve success.
To use CliftonStrengths as an offsite activity, team members must take the formal CliftonStrengths assessment (formerly StrengthsFinder). Each person will receive a report that outlines their top strengths.
We recommend using a Certified Gallup CliftonStrengths coach at your office to help everybody understand the assessment and research, facilitate discussion of strengths, and help everybody learn how they can use their unique profile to contribute to the team and the organization.
This activity can be particularly helpful for teams because it helps team members understand and appreciate the unique strengths of their colleagues and how those strengths can be leveraged to benefit the team. It can also help team members understand how to communicate and collaborate effectively with each other by taking into account their different strengths.
Overall, CliftonStrengths can be a valuable team-building activity as it creates these benefits for your team:
Improved communication and collaboration: By understanding each team member's strengths, team members can better understand how to communicate and collaborate with each other. This can help create a more harmonious and productive work environment.
Increased productivity: When team members understand and utilize their strengths, they are likely to be more productive and efficient in their work. This can help the team achieve its goals more effectively.
Improved employee engagement: When team members feel that their strengths are valued and utilized in their work, they are more likely to be engaged and motivated. This can lead to improved job satisfaction and retention.
Enhanced team performance: By leveraging the unique strengths of each team member, teams are likely to perform at a higher level and achieve better results.
Greater understanding of team dynamics: Understanding the strengths of team members can help team leaders better understand team dynamics and how to get the most out of their team.
Overall, a CliftonStrengths workshop with your team can help improve communication and collaboration, increase productivity, enhance team performance, and improve employee engagement and job satisfaction.
Step 8: Follow up after the offsite
The work and team building doesn't stop when the offsite is over! What you do after the offsite is just as important as the offsite itself!
An action plan is one of the most valuable outcomes from an offsite. Identify notetakers during the offsite to take notes of important discussions, decisions, and follow-up items. All follow-up items should be assigned to a person or function to follow-up up and consider.
Follow up with your all attendees to see what they thought of the offsite with a poll and survey. If there are any takeaways or lessons learned that can be applied to the workplace, it will be up to your team members to ensure this happens. Asking for feedback will help ensure that the offsite has a lasting impact on your team.
The bottom line: planning the best team offsite in 2024
Offsites are a great way for teams to bond, build camaraderie, and improve communication and collaboration. They can also be a refreshing break from the routine of the office and provide an opportunity for team members to recharge and come back to work feeling rejuvenated.
Overall, the key to planning a successful team offsite is to be thoughtful and considerate of the needs and interests of your team members. Keeping people engaged and motivated during an offsite is crucial in creating a positive and supportive environment where team members feel valued and included. With careful planning and attention to detail, you can create a successful offsite that will be enjoyable, memorable, and beneficial for your team.