How To Run An Offsite Meeting

Estimated reading time: 3 minutes

Why Choose an Offsite Meeting?
What to Plan Before Your Offsite Meeting
The Agenda for the Office Meeting
Making the Most of Your Office Meeting
- Communicate Often
- Get Feedback

An off-site meeting space is a place where employees, clients, prospective clients, whomever you choose can gather outside of a traditional office. The goal of an off-site meeting space is to get your team together to discuss long-term strategies and goals while having the freedom to choose a workspace they find most conducive to their goals and collaborate with other team members.

Why Choose an Offsite Meeting?

Office meetings are an excellent chance for teams to get together and collaborate to solve a large problem, create a robust strategy, or plan out a period of work. Some of the benefits of an off-site meeting space include:

The change in venue allows your team to enter a different headspace.
There are far fewer distractions at an off-site meeting space than a traditional office or home office.
Your team has the chance to collaborate in a productive, success-oriented environment.
Condense a number of meetings into one large chunk of time.

What to Plan Before Your Offsite Meeting

Your budget: Office meeting spaces are extremely affordable and offer many different lease packages and lengths.
Secure your date, venue, transportation, and food: Not every meeting will require all of the above. But, figure out your logistics beforehand for the most success.
Elect a coordinator: Pick someone who will communicate reminders to your staff and answer any questions they may have.
Finalize the agenda and share it: It’s important that you finalize and share your agenda with your team at least 48 hours in advance. This gives them ample time to plan what they want to bring to the discussion.
Assign homework: When you share your agenda, give as much context and detail as possible. Do your employees need to come prepared by reading something? Let them know!

The Agenda for the Office Meeting

Include the following in your off-site office meeting agenda:

The objective

Start your meeting by letting your team know why you chose to host an off-site meeting and what you hope to accomplish.

Ground rules

Sometimes people get excited when they are in a space outside of the office or their home—especially after lockdowns. So, lay some ground rules so your team stays professional and accomplishes what they need to.

Activities and sessions

It’s a good idea to plan a few breakaway activities and sessions for ultimate collaboration and productivity.

Next steps

As always, you should close your off-site meeting by providing a clear picture of what the next steps are in order for your team to achieve success.

Making the Most of Your Office Meeting

Communicate Often

People forget things. So, try to communicate as clearly, early, and often as possible with the details of your off-site meeting, including the date, time, location, whether food will be served, and how employees should plan to get to the venue. Send out calendar reminders and make sure it’s an agenda item so your employees receive ample notice and reminders.

Get Feedback

You’re likely new to the off-site meeting game. So, collect feedback ASAP after the meeting. This will help you gauge how the meeting went, if goals were accomplished, and how employees feel about the process and new space.

If you’re looking for high-end, technologically-equipped off-site meeting spaces, look no further than Tucker Collective. Contact us today, and let’s get started!