Planning a team offsite? It’s exciting! You’re picturing bonding moments, brainstorming sessions, and a stronger, more connected team. But here’s the catch: if you overdo it, you risk team burnout and diminishing returns. If you under-plan, you might miss out on valuable opportunities for connection and productivity. So, how do you strike the perfect balance?

How Much of My Team’s Day Should I Plan?

When planning your team’s daily schedule, it’s tempting to fill every minute with activities. After all, you’ve probably gone to great lengths to gather everyone in one place! However, over-scheduling can backfire. The key is to find a sweet spot where structured activities and free time coexist harmoniously.

  • Structured Activities (60-70%): Start by filling around 60-70% of the day with planned activities. This can include workshops, brainstorming sessions, team challenges, and even some fun, light-hearted activities like trivia or cooking classes. The idea is to keep things engaging but not overwhelming. You want your team to feel like they’re accomplishing something without being rushed from one thing to the next.
  • Downtime/Free Time (30-40%): The remaining 30-40% should be left unstructured. This downtime is crucial for a few reasons. First, it gives team members a chance to process and reflect on the day’s activities, which can lead to deeper insights and more creative ideas. Second, it allows for organic bonding—those unplanned moments where team members can connect on a personal level, which often leads to stronger working relationships. Finally, it’s a much-needed breather in what can be an intense few days.

The Risk of “Team Togetherness Fatigue”

Offsites are great for bringing people together, but too much togetherness can be exhausting, especially for distributed teams that aren’t used to spending extended periods in the same physical space. (By the fourth meal together, you may find a few folks staring out into space. Us, too. It’s not just you!)

  • Signs of Fatigue: Watch for signs of fatigue, like disengagement during sessions, more frequent bathroom breaks, or a general dip in energy. These are cues that your team might need more downtime or even a spontaneous shift in the schedule. Don’t be afraid to call an audible and adjust as needed.
  • Social Battery Management: Remember, your team members have different social batteries. Some might thrive in a packed schedule, while others might start craving alone time. A good mix of group activities and solo time will help cater to everyone’s needs.

What’s the Right Number of Days for a Team Offsite?

Deciding the length of your offsite is another delicate balancing act. Too short, and you might not achieve your goals; too long, and your team might check out mentally before it’s over.

  • The Goldilocks Zone (2-4 Days): The sweet spot for most teams seems to be between two and four days. Here’s why:
    • Two Days: If your focus is primarily on team bonding with a little bit of work sprinkled in, two days can be sufficient. This is ideal for teams that already work well together and just need a quick refresher.
    • Three Days: This is often the magic number. It allows enough time for deep work sessions, meaningful team-building, and ample downtime without overstaying your welcome. Allows for a day on either end during a work week for weekday travel, too.
    • Four Days: This length is suitable for teams that are tackling big projects or working through major strategic shifts. It provides plenty of time for both structured work and relaxation, but it also requires careful planning to avoid burnout.
  • More Than Four Days?: Anything beyond four days can start to feel like a marathon. If you need more time, consider splitting the offsite into two separate events spaced out over the year or quarter. This approach gives your team time to recharge between sessions.

Wrapping It All Up

Planning a successful team offsite is all about balance—balancing work and play, structure and freedom, togetherness and solitude. By carefully considering how much of your team’s day should be planned and finding the right length for the offsite, you can create an experience that energizes, connects, and motivates your team.

Ready to take your team to the next level? Try Team, Assemble! and start planning your perfect offsite today!