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How To Plan A Successful Team Building Event

A short guide on how to plan a successful team building event

When planning a team building event, there are a few key things to keep in mind to ensure its success.

Once you have a clear understanding of your objectives, you can start to develop a plan.

Choose an activity (or activities) that will align with your goals, and make sure to allow enough time for everyone to participate. It is also important to carefully consider the size of your team when making your plans.

Read the below guide in full and you can be sure to plan a successful team building event that everyone will enjoy.

Define the objectives of the event

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First, it is important to consider the goals of the event and what you hope to accomplish. Do you want to promote teamwork and communication? Encourage creativity? Or simply give employees a chance to blow off some steam?

Whatever the reasons are, before jumping right into the logistics, you should spend time identifying the purpose for the team building event. This will then help you to align activities accordingly and measure the success of the event later down the line.  

Establish the event budget well in advance

Budget planning is an essential early step in the organisation of the event that helps to clarify other aspects of your plan.

Getting stakeholder buy in is often tricky, especially if you have your eye on somewhere that is a bit pricey, so being prepared to present the benefits and USPs of your event plan is key.

You will reap the benefits once the bosses see the rationale behind your decisions and recommendations.  Of course, you may already have a set budget that you know you need to work with, which can make life a bit easier.

Choose an appropriate venue and date

We have some great tips for choosing the venue in another one of our helpful blogs titled how to choose the ideal event venue.

  • Weather forecast and contingency plan if outdoor activities can’t go ahead
  • Accessibility
  • Appropriate facilities & activities
  • Cost

Send invitations and create a registration form

Digital invitations, calendar invites and cloud-based registration forms will all make this process far simpler for you than doing it all manually with Excel sheets!

Give people weeks or months’ notice, rather than a few days or you will probably find uptake is quite low.

In terms of which days of the week are best, research shows that Tuesdays, Wednesdays or Fridays tend to be the most popular!

When you send the invites make sure you include the following details:

  • Day
  • Time
  • Location
  • Transport plans
  • What attendees should prepare or bring
  • A rundown of what attendees should expect

Send a reminder out to attendees a few days before so they don’t forget!

Plan the agenda and activities

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This is the fun part!

The activities are an integral part of the team building event.  When it comes to deciding which activities you want the team to undertake you should above all choose those which encourage communication and collaboration.

Team building is all about working together towards a common goal, so activities that promote those qualities are essential.

Another thing to keep in mind is not everyone likes the same style of activity. Make sure to mix things up and offer a good variety so that everyone has a chance to participate in something they enjoy.

Manage logistics on the day of the event

It’s easy to feel bogged down in logistics but this really is a key element to manage as you may be responsible for a significant number of people on the day, and they will all be looking to you for guidance and instruction!

It is important to consider the size of your team when making your plans. If you have a large group, you may want to consider breaking them into smaller teams for the duration of the event. That way every individual gets the chance to be involved and play a key role in the main event.

Don't forget to account for other key logistics like food, drinks, and transportation. A mini- bus ride is always a fun way to start bonding first thing in the morning!

Evaluate the event and make changes for future events

Following the event, review the initial goals and objectives and try to establish if they were all met by sending out a short survey or questionnaire to attendees.

This will give you some great qualitative data to use which you can then present to the business.

If you need to plan a team building event and you’re not sure quite where to start, give Lane End a call or message – we’d be happy to help and recommend some ideas based on our considerable team building experience, outstanding facilities, and location.

Please visit our Team Building Solutions page to find out more about what we offer, including customised event packages to our experiential learning centre developed in partnership with HI5 Events.

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