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How to Plan a Successful Team Building Event in 9 Easy Steps

When it comes to planning a team building event, following the right steps can make all the difference. In this article, we will explore nine easy steps that will ensure your event is a success....

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When it comes to planning a team building event, following the right steps can make all the difference. In this article, we will explore nine easy steps that will ensure your event is a success.

Determine Your Timeline

The first step in planning a successful team building event is to determine your timeline. Giving yourself enough time to prepare is crucial. A recommended timeframe is four to six weeks for events with less than 100 people, and four to six months for larger events. Creating a timeline and task list will help you stay organized and ensure nothing falls through the cracks.

Set Up Your Planning Team

Planning a team building event can be a daunting task for one person. That's why it's important to set up a planning team. By delegating tasks and getting the opinions of your colleagues, you can make better decisions and ensure all aspects of the event are covered. Consider using tools like mind maps and flip charts during brainstorming sessions to make the most of your team's input.

Define Your Goal

Having a clearly defined objective or purpose for your team building activity is essential. It ensures that the event is not only fun but also effective. Answering the five "W" questions (Who, What, Where, Why, When) can help you define your goal in detail. For example, you might want to reward your sales team of 45 people for an awesome quarter with a fun activity in New York City in August. This clear objective will guide your planning process.

Put Together Your Guest List

Determining your guest list depends on factors such as whether the event is mandatory or open to sign-ups, the capacity of the budget and venue, and any special considerations like disabilities or remote employees. By answering these questions, you can create a rough idea of who will be attending the event.

Create a Detailed Budget

A realistic budget is crucial for planning a successful team building event. Talk to your boss to determine the available budget and any expectations. Previous events can provide a helpful reference. Consider budgeting for transportation, venue booking, activity providers, food and beverage, insurance, and any fees or charges. Use a budget table to plan and track your expenses effectively.

Pick a Date & Time

Picking the right date and time requires careful consideration. Ensure key stakeholders are available, and take seasonality and weather into account. If possible, choose a timeframe that accommodates more people's schedules. For outdoor activities, select a time of year known for good weather.

Choose a Venue or Location

The venue or location can make or break your team building activity. Consider whether it will accommodate your group and activity, if it has the necessary amenities, if special permits are required, and if parking is available. By answering these questions, you'll find the perfect venue or location for your event.

Devise a Logistics Checklist

Creating a detailed logistics checklist is essential to ensure a smooth event day. Include items such as transportation, food and drinks, liability waivers, accommodation, what participants need to bring, and any special arrangements for employees with disabilities or injuries. This checklist will help you cover all the necessary details and prevent important things from being overlooked.

Develop an Event Day Agenda

Your team wants to know what to expect during the team building activity. Creating an agenda will schedule out the day and communicate to your colleagues the timeline and activities. Distribute the agenda to participants in advance to manage expectations and build excitement.

Virtual Team Building

Since the COVID-19 pandemic began, virtual team building activities have become increasingly popular. Planning a virtual event may seem daunting, but it doesn't have to be. Here are six steps to successfully plan a virtual team building activity.

Determine Your Timeline for Planning a Virtual Team Building Event

For virtual events, you can work on a shorter timeline than in-person events, but it's still important to give yourself at least two weeks to plan. This will ensure you have enough time to coordinate all the necessary details.

Create a Budget

Planning a virtual team building event allows you to be flexible with the number of attendees. Determine how much you have to invest and create a budget accordingly. Remember to consider any equipment or software costs that may be needed for the virtual event.

Decide What You Want to Get Out of Your Activity

Clearly define your goals and desired outcomes for the virtual team building activity. Whether it's to have fun, strengthen communication, build relationships, experience connection, or boost morale, understanding your objectives will help you select the right virtual activity for your team.

Connect with Your Team to Figure Out What Type of Remote Activity They'd Like

Engage with your team to understand their preferences and interests. Survey your colleagues to get an idea of what type of virtual team building activities they would enjoy. This will ensure that the activity you choose resonates with your team.

Pick the Perfect Virtual Team Building Event for Your Group

Based on the preferences of your team and your goals, select a virtual team building activity that aligns with their interests. Consider options like digital card games or icebreaker games for simpler activities, or virtual murder mysteries or code-breaking challenges for more in-depth experiences.

Coordinate Logistics and Get Your Team Organized

For virtual team building activities, you'll need to coordinate logistics such as selecting the right video conferencing tool, ensuring everyone has the necessary hardware and software, and providing your team with access to the conference. Alternatively, you can rely on a partner like Outback Team Building and Training to handle all the logistics for you.

Planning a successful virtual team building activity doesn't have to be overwhelming. By following these steps, you can create a memorable and engaging experience for your team.

For more detailed instructions, examples, and templates for planning team building events, check out The Ultimate Guide to Team Building. And if you need additional support and expert advice, our team of Employee Engagement Consultants is ready to help you with a free consultation.

"So, it was a HIT - the team LOVED the activity!!! I would absolutely do it again…the process and planning was seamless, and all I had to do was approve the expense - thank you!"

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