Planning a Company Offsite? Here's How to Ensure It's Inclusive. If you're planning your first company offsite since the pandemic began, here are five things to keep in mind.
By Mita Mallick Edited by Jessica Thomas
Opinions expressed by BIZ Experiences contributors are their own.
After almost two years of working at my company, I had the opportunity to meet more than 50 leaders at our company's first team offsite since the pandemic. After building our relationships for months over Zoom, I was anxious and excited to meet my CEO and others for the first time in person. Here's what immediately put my anxiety at ease: how Carta strived to create an inclusive experience for all attendees.
As we return to embracing in-person events, I know I am not alone in feeling unsure about what it will be like to spend significant time with colleagues. From meals to meetings, details matter in ensuring all voices are heard and included. If you're planning your first company offsite since the pandemic, here are five things to keep in mind to make sure it's inclusive:
Start with the attendance list
When creating the attendance list, ensure there's a diversity of representation. If you are hosting a company-wide offsite, ensure that you are inviting individuals across the organization and not limiting it to just one function. Putting care into the attendance list will also help ensure you have a diversity of representation when it comes to speakers. Consider asking some attendees to present business updates and lead breakout sessions.
When hosting an offsite, it's never easy to get the list right. Someone will inevitably feel excluded. Our CEO asked attendees how they would go back to each of their teams to share what they had experienced and learned. He also personally shared some of his takeaways from the offsite with the entire company. Don't keep your company offsite a secret; share with others that it's taking place and what you learned to make them feel invested in what was discussed.
Related: Why There Is No Substitute for the Annual 'Offsite' With Your Team
Send a pre-event survey
Sending a survey before the offsite is an important way to ensure you create an inclusive experience for all attendees. For our company offsite, we asked about meal preferences and any dietary restrictions. It was an opportunity for organizers to know if anyone needed a mother's room and to ensure the space we would be using was accessible for all. There was help available to book flights and cars to get to the offsite location and to answer any questions attendees might have had. Remember: If you don't ask attendees what they need in advance, it will be harder to create an inclusive experience during the actual event.
Related: Why Offsite Retreats Build Company Culture
Rally around key topics
In advance of the offsite, our CEO sent us a note that included links to a leadership book and an article he wanted us to read. By doing this, he ensured we were all rallied around key topics. We entered the offsite on equal footing, all having read and reviewed the same materials. He also shared the agenda in advance of our arrival. This gave us a sense of the flow for the few days we were spending together, which both created excitement and quieted any anxieties we might have had about what we would be doing together.
Remember to build excitement for your offsite before individuals arrive. Share what you hope to achieve during this time together. Give everyone equal access to materials so each attendee feels like they can contribute and that their contributions will matter.
Related: How to Run a Company Retreat That Won't Crash and Burn
Foster memorable team moments
One of the reasons I've always dreaded company offsites is because of the forced team-building moments. At prior organizations, I've been forced to do Jägerbombs and play games revolving around alcohol. I've been forced to play volleyball, soccer and ultimate frisbee. For those like me who are not big drinkers or athletically inclined, this can be a nightmare. Rather than enjoying ourselves, we spend our time plotting how we can escape back to our rooms.
At our offsite, we wanted colleagues to get to know each other during breaks and meals. We also wanted to foster memorable team moments with inclusive activities. In the evening, we had a room set up with video games, card games and karaoke mics. There was also a fire pit outside where you could make s'mores and enjoy the quiet. Remember, you want activities that foster communication and make space where everyone is comfortable and can get to know each other. This will also allow them to create great stories and memories they will share in the future.
Related: 7 Tips for a Stellar Company Retreat
Build company pride
The pre-event survey I received asked for my size, which I inputted without thinking much of it. I was overwhelmed when I received a black bomber jacket in my size, which showed my company was committed to offering inclusive sizing. This was the first time in my career I had received a piece of company apparel that actually fit me. At that moment I felt immense pride in the company and felt like I belonged.
Gathering colleagues for multiple days is an important way to build company pride. Don't forget that how you bring people together matters. Thoughtfully curated breakout sessions, memorable card games and company swag that actually fits every single colleague help build company pride — and build an inclusive offsite that everyone will still be talking about when they get back to work.
