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If your company has an onsite or remote working structure, it is very important to hold offsite meetings for employees throughout the year. These meetings serve a different purpose from their daily or weekly counterparts.

Onsite internal meetings typically involve discussing projects or creating strategies. The focus is on the work at hand.

Offsite meetings have a different goal: bringing coworkers together to strengthen the bonds with their teammates, give them a break from day-to-day duties, and create memorable experiences. These events are essential for team building and innovation and for developing and reinforcing a healthy company culture. The focus is on forging positive working relationships and hitting the reset button mentally.

WHY ARE OFFSITE MEETINGS BENEFICIAL?

Breaking free from the usual routine and focusing on something other than work waiting in the pipeline is better accomplished by meeting offsite. The office, whether a shared space or a home office, can interfere with the goals set for these types of meetings. Meetings held at a separate location, whether it is in town or on the other side of the world, offer the following benefits when planned well.

Freedom From Distractions

From chatty coworkers or a micromanager at the office to household errands beckoning remote employees, the office setting is rife with potential distractions. By hosting meetings offsite, you remove these distractions and set the stage for attendees to focus wholly on the proceedings. It might even be a good idea to set a strict “no instant messaging or email checking/sending rule.”

Improved Engagement

Since the purpose of offsite meetings is different than their daily counterparts, they are inherently more interesting right off the bat. In addition, with team building and bonding a primary focus of these events, coworkers are encouraged to interact with each other. When planned well, offsite meetings involve a great deal of active participation for everyone, including employees who are usually quiet. And, with distractions like the ones mentioned above eliminated, attendees do not have anything pulling their attention away.

A Lighter Mood

Even in the best of corporate cultures, the work environment can feel formal, heavy, and stiff. After all, it is where employees are typically working. By placing them in an entirely different environment, one that is not associated with doing their work, you create a lighter mood. The new setting allows attendees to break away from mental obstacles.

Camaraderie of a Shared Experience

Onsite meetings are the daily, normal events that happen to everyone at the company at some point or another. Offsite meetings, however, are a special event. Not everyone gets to travel to attend them. These elements create a sense of camaraderie for the attendees that have this shared experience. They go through it together.

Excitement of a Different Setting

Offsite corporate meetings are not your average business trip. Meeting planners can take measures to dial up the fun and excitement of traveling to a meeting.

For example, they could put together a destination guide for each attendee that highlights the most interesting attractions in the area. They could also make meal reservations at the best spots in town – and rent a private room for at least one meal, which will make attendees feel like VIPs. One great idea for a curated experience is to schedule a session with a wine sommelier where the vino expert selects the best wine and food pairings and explains the reasoning behind each pairing.

ARE OFFSITE MEETINGS WORTH THE COST, ENERGY AND TIME?

You might wonder why you should dedicate part of the budget to the costs associated with offsite meetings. Time is also a factor to consider. Rest assured, offsite meetings are well worth making these investments.

Why is this? The answer has partly to do with the benefits discussed above and the positive way they contribute to your company culture. By strengthening the working relationships between teammates, you make the culture more inclusive, welcoming, and approachable. Improving the image of the organization as an employer who cares about its employees’ experience at work is another reason why you should consider investing in offsite meetings.

HOW DO YOU PLAN AN EFFECTIVE OFFSITE MEETING?

Preparation is key when it comes to planning a successful offsite meeting. It needs to be done carefully, to ensure that it maximizes the benefits of offsite events and creates memorable experiences.

Starting with the strategies below will help you get off on the right foot.

Define the Objectives

Every meeting has at least one objective, if not several. The very first step to take before you begin diving into the details is to define the goals for the meeting in question. What does leadership want the event to accomplish? Consult with all involved parties to verify that your thinking is aligned with theirs. Once you are clear about the objectives, you can plan with them in mind. This is crucial.

Limit the Number of Invites

There is indeed such a thing as an offsite meeting that is too big. The more people who attend, the more difficult it becomes to keep everyone engaged and foster a sense of intimacy. If the invite list ends up being longer than you envisioned, make plenty of time for attendees to break out into small groups, to preserve a personal, connected feeling.

Incorporate Active Participation

The point of offsite meetings is for employees to interact with each other and to actively participate – not to sit and listen passively the entire time. Incorporating plenty of opportunities to do both is essential for this reason. Excellent ideas to involve everyone include having each person talk a little about themselves from a personal standpoint, playing simple games, and assigning attendees to small groups.

Share the Agenda in Advance

When it comes to meetings that require a lot of participation, giving attendees a heads-up will help make them more comfortable. It also gives them time to come up with valuable contributions that will help make the event successful.

Add Special Touches

You want offsite meetings to feel like an adventure. Creating this feeling requires adding special touches like outings to area attractions, curated experiences, and meaningful interactions with the locals and their culture. Go beyond the ordinary to give attendees inspiring experiences they will not soon forget.

THE RIGHT MINDSET CULTIVATES OFFSITE MEETING SUCCESS

Employees who share strong bonds with their teammates and feel valued by their employers tend to be more engaged, motivated, and productive. When you put the extra effort into hosting effective offsite meetings, you lay the groundwork for your organization’s long-term success.

Seeking a change of venue for your next corporate meeting? Contact Gavel International to learn more about planning and travel programs for your next meeting or corporate gathering.

Jeff Richards
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