In a world where teams are spread across time zones, leading a team offsite is like conducting an orchestra—except your violinist is in Singapore, your cellist is in New York, and your trumpeter insists on working from a cozy café in Paris. But don’t worry! With the right planning and a sprinkle of creativity, you can host an offsite that leaves everyone feeling connected, inspired, and ready to conquer the next big challenge.
This is a guide for running a “remote” offsite. We highly recommend meeting in person every once in a while, which is why we created Team, Assemble!, to make budgeting and planning for this super-easy and quick.
1. Plan Like a Pro (With Flexibility in Mind)
Leading a distributed team offsite starts long before the event itself. You’ll need to be part project manager, part detective, and part clairvoyant.
Schedule Smart: Pick dates and times that work for most of the team. For global teams, this might mean finding that sweet spot where the majority is awake and alert. If you can’t accommodate everyone in a single session, consider breaking the offsite into smaller chunks or offering multiple sessions.
Set Clear Goals: What do you want to achieve? Whether it’s team bonding, brainstorming, or strategic planning, having clear objectives will keep everyone focused and ensure the offsite is productive.
Pre-Event Surveys: Send out a quick survey to gauge what team members hope to gain from the offsite. This ensures that the event is tailored to meet their needs and expectations.
2. Choose the Right Tools for the Job
The tools you choose can make or break your offsite. You need something reliable, easy to use, and, if possible, a bit fun.
Video Conferencing: Zoom, Microsoft Teams, or Google Meet—pick your poison. But whatever you choose, ensure everyone is comfortable using it beforehand. A quick tech-check session can save you from the dreaded “Can you hear me now?” loop.
Collaboration Tools: Miro or MURAL for brainstorming, Slack or Teams for backchannel chats, and Google Docs or Notion for collaborative note-taking. Integrate these tools into the offsite agenda to keep everyone engaged and on the same page.
Fun Enhancements: Consider adding a virtual team-building platform like Gather, which offers a more interactive and playful environment, or Donut for serendipitous coffee chats that make those organic, watercooler moments possible—even online.
3. Design an Engaging Agenda
Your agenda is your roadmap. It needs to balance structure with flexibility, work with play, and serious discussions with time for human connection.
Icebreakers That Don’t Make People Cringe: Start with a fun activity that gets people talking but doesn’t feel forced. Think along the lines of “Two Truths and a Lie” or a virtual scavenger hunt where everyone shares something from their home office setup.
Mix Work and Play: Alternate between work sessions and fun breaks. Plan a mix of focused work sessions (like goal setting or problem-solving) and lighter activities (like virtual team lunches or trivia games). This keeps energy levels up and fosters team bonding.
Create Breakout Sessions: Smaller groups often lead to better discussions. Use breakout rooms for more intimate conversations or problem-solving tasks. Just make sure to rotate members so that everyone has a chance to work with different people.
4. Make Time for Connection (The Human Kind)
In a distributed team, those moments of casual conversation are rare, so build them into your offsite.
Virtual Coffee Breaks: These can be as simple as setting aside 15 minutes between sessions for everyone to grab a coffee and chat about anything but work.
Buddy Systems or Small Group Check-ins: Pair people up or create small groups that can check in with each other throughout the offsite. This adds a layer of accountability and helps people feel more connected.
End with Reflection: Close the offsite with a group reflection session. Ask everyone to share a key takeaway or something they appreciated about the experience. It leaves the team with a sense of accomplishment and connection.
5. Follow Up Like a Boss
The offsite doesn’t end when the video call does. Follow-up is crucial to ensure that the momentum from the offsite carries forward.
Summarize and Share: Send out a summary of the key points, decisions, and action items from the offsite. Make sure everyone knows their next steps.
Feedback Loop: Ask for feedback on what worked, what didn’t, and what could be improved for next time. This shows you value everyone’s input and helps make future offsides even better.
Keep the Connection Alive: Plan a follow-up event or activity that builds on the offsite, whether it’s a virtual happy hour, a collaborative project, or just a quick check-in meeting to keep the momentum going.
Conclusion: Offsites Are the Secret Sauce for Distributed Teams
Leading a team offsite for a distributed crew might seem daunting, but with careful planning, the right tools, and a focus on connection, it can be a game-changer for team cohesion and productivity. Plus, it’s a fantastic way to remind everyone that even though they’re far apart, they’re still in it together.
Ready to create memorable offsite experiences for your distributed team for when you do get together in person? Sign up for Team, Assemble! and get the tools and insights you need to bring your team closer, no matter the distance.