In today’s business world, fresh ideas and collaboration are vitally important. Yet not all businesses have enough space, or it could be that you simply want to get away from your regular premises for a while – a change of scenery is a great way to get those creative juices flowing!
In that case, an offsite meeting is the ideal solution. Let’s take a look at how to plan an offsite meeting that ticks all the boxes.
What is an Offsite Meeting?
An offsite meeting is a gathering of managers, employees or stakeholders, that takes place away from the usual workplace or office environment.
Typically, these meetings are held at locations such as hotels, conference centres, retreat venues or other neutral spaces. They’re designed to offer a change of scenery from the regular office routine, which can bring many benefits.
Offsite meetings are often used for team-building, strategy sessions, brainstorming, workshops, or to address specific business goals in a more focused and creative atmosphere. However, having a regular, large-scale business meeting offsite is a hugely beneficial option too.
How to Plan a Successful Offsite Meeting
Planning an offsite meeting sounds like it would be a headache, but it’s actually far easier than you might think. It all comes down to careful thought and preparation.
Set Clear Objectives
What is the aim of your meeting? What do you want to achieve? Asking these questions helps you identify goals to ensure your meeting stays on track and is as productive as possible.
For example, a few objectives could be to develop new ideas on workflow, or to identify the next quarter’s goals and priorities.
Choose the Right Location and Venue
Location, location, location!
The venue for your offsite meeting will have a big impact on its success. Ideally, it should be far enough away from the usual workspace to avoid distractions, but be accessible to all participants. Choose somewhere that’s convenient for the majority of the team, considering travel time, ease of access and accommodation if necessary.
It’s also a good idea to choose a comfortable, distraction-free environment to boost focus. Look for venues that offer flexibility, natural light and amenities that align with your objectives. Of course, we believe our meeting rooms tick all of these boxes!
Create an Agenda
An agenda is vital as it keeps everyone on track and ensures that your offsite meeting is productive. Structure your meeting to include presentations, discussions and enough breaks. A well-balanced agenda will keep energy levels high and allow for creative thinking.
It’s a good idea to start with icebreakers, even if you already know each other. These light-hearted activities help everyone relax and set a collaborative tone. Then, plan in time for focused discussions on key topics, including presentations, and allow for Q&A and feedback.
We mentioned breaks and these are vital for everyone to recharge their batteries. Then, at the end, schedule an action planning session where you will define next steps, assign responsibilities and set deadlines.
Manage Logistics
The logistics need to be considered too. Make sure that you plan:
- – Travel arrangements: If your team is traveling, arrange transportation and accommodation in advance. Consider carpooling or booking group travel to save time and money.
- – Catering: Ensure that food and beverages are available throughout the meeting. A mix of healthy options and treats can keep energy levels up. Remember to make dietary requirements/preferences a priority.
- – Technology: If your team is hybrid or virtual, make sure the necessary tech is set up, including video conferencing tools, projectors or collaborative platforms for remote attendees.
Focus on Collaboration and Engagement
To keep everyone engaged, make sure your meeting isn’t just a one-way flow of information. It’s a good idea to encourage active participation and collaborative discussions to keep everyone focused on the matter at hand. Some techniques include:
- – Breakout groups: Small group discussions allow individuals to share ideas more freely and in-depth. Afterward, groups can present their findings to the wider team.
- – Interactive activities: Use activities that spark creativity, such as whiteboard sessions, role-playing or scenarios.
- – Feedback loops: Encourage feedback throughout the meeting, not just at the end. This keeps things dynamic and ensures the team feels involved in the decision-making process.
Follow Up
When putting your plans together for an offsite meeting, remember that tangible outcomes are the major aim. After the meeting, send out a summary of discussions, action items and next steps to ensure everyone is aligned and accountable.
A follow-up meeting or check-in a few weeks later helps maintain momentum and track progress.
Why Are Offsite Meetings Important?
You might be wondering about the benefits of offsite meetings and why you shouldn’t just hold it at your regular workplace.
- – Enhanced focus and productivity: When teams step out of their usual work environment, they can escape the distractions of day-to-day office life. This shift in setting allows for a fresh perspective, enabling everyone to focus more on the meeting’s objectives without the typical interruptions of emails, phone calls or impromptu office chats.
- – Encouraging creativity and innovation: Offsite settings often inspire creativity. A change in scenery can spark new ideas and open up fresh ways of thinking. You never know, you might find an answer to that problem that’s been troubling your company for months.
- – Strengthening team bonds: Being away from the usual office dynamics allows team members to engage in more personal and relaxed interactions. This builds stronger relationships, better communication and improved trust among colleagues.
- – Clearer strategic alignment: One of the biggest benefits of offsite meetings is the opportunity to step back and reflect on the bigger picture. The absence of everyday distractions allows for deeper strategic discussions, aligning everyone on the same goals, priorities and long-term vision.
Book your next offsite meeting at The Red Lion Hotel
Now that you know all the benefits of an offsite meeting and how to plan one, why not plan your next meeting at The Red Lion Hotel! Our 13th century hotel includes some of the most unique meeting rooms in Salisbury – full of character and charm, plus all the modern facilities that you’d expect.
Not only will you have the space to collaborate and discuss freely, but we also offer accommodation on site, right in the heart of the city.
We have space to accommodate up to 110 people, with high speed wi-fi, the latest audio-visual equipment, catering, and a choice of five different meeting rooms.
If you’re ready to organise your next offsite meeting, contact us today!
