7 Tips for Designing a Virtual Company Retreat
Ever since the pandemic, remote work has become the norm for many companies. While this shift offers numerous benefits, it also presents unique challenges—especially when it comes to fostering team cohesion and maintaining a positive company culture.
Enter the virtual company retreat. These online gatherings are more than just meetings; they are powerful tools to build camaraderie, boost morale, and rejuvenate your team. Of course, if you’ve never held one before, you likely have no idea where to start. That’s why we’re here to provide you with seven actionable tips to design an unforgettable virtual retreat that the team members of your company will love.
What Exactly Do Virtual Company Retreats Entail?
Before we dive into the how-to’s, let’s take a moment to clarify what a virtual company retreat truly entails. Unlike regular Zoom meetings or standard webinars that often feel transactional and can become quite boring for the average employee, a virtual retreat is a thoughtfully planned event that aims to bring your team together in a more meaningful way. It combines a mix of fun activities, engaging team-building exercises, and insightful chatting sessions designed to promote collaboration and connection.
Imagine it as an online getaway, carefully curated to foster a sense of community and camaraderie among team members, regardless of their physical location. During the retreat, participants can expect a variety of interactive workshops and meetings that can bring some light-hearted fun into the mix.
Of course, the focus of these retreats should never be about completing tasks for work. Instead, you should use it more as an opportunity to bond, share ideas, and recharge everyone’s batteries. The result is a more cohesive team, better communication, and renewed enthusiasm for the projects ahead.
How To Set Yours Up
If a virtual company retreat sounds like just the thing your team needs right now, then you’re in the right place. We’ve put together some useful tips on how to design one of these events that’ll ensure your first one goes off with a bang.
1. Select the Right Meeting App
The foundation of your successful virtual retreat starts with choosing the right meeting app. While it might be tempting to simply stick with whichever app you use for meetings currently, this isn’t always the best idea. Your current meeting app might not have all the features you need for the fun and collaborative approach you’ll need for this retreat. Plus, if you use the same app you use during the workday, this event will likely feel more like work and less like play.
Start your search for a platform by looking for something that offers more than just video conferencing. Look for features like breakout rooms, screen sharing, interactive whiteboards, and chat functionalities. Platforms like Zoom, Microsoft Teams, and Google Meet are popular choices, but there are many others out there that might suit your specific needs better, so take your time to find the right one. The key is to pick an app that is user-friendly and reliable, ensuring that technical glitches won’t disrupt your retreat.
2. Create a Plan but Keep It Flexible
Planning is crucial, but flexibility is equally important. Outline the goals of the retreat and draft an agenda that includes various activities and sessions. However, be prepared to adapt based on the team’s energy and engagement levels. A rigid schedule can sometimes stifle the spontaneity that makes retreats enjoyable. Keep a mix of structured activities and free time to allow the team to relax and interact naturally.
3. Set Up Multiple Activities To Encourage Smaller Groups
Virtual retreats should foster interaction and connection, but they need to have the freedom of choice as well. One effective way to achieve this is by organizing minor activities that encourage smaller group participation. These can have a focus on fun or possibly be a bit more productive. Either way, smaller groups make it easier for everyone to engage, express their ideas, and bond more closely. It also ensures that quieter team members have a chance to participate without feeling overwhelmed.
4. Create a Clear Schedule
Once you have all the activities planned out, creating a clear and well-communicated schedule is essential for a smooth virtual retreat. Share the agenda well in advance so that participants know what to expect and can prepare accordingly. Include start and end times for each session, along with short breaks to avoid screen fatigue. If you have multiple events happening at once, make sure you make that clear to all attendees. No matter what you have planned, be sure to send calendar invites to ensure everyone is on the same page. A clear schedule helps maintain the flow of the retreat and keeps everyone organized.
5. Try Not to Rely on Screen Sharing Too Much
While screen sharing can be useful, relying on it too much can lead to disengagement, especially when fun is the focus. Instead, mix things up with interactive elements, such as polls, Q&A sessions, and live drawing on virtual whiteboards. Encourage participants to switch on their cameras and engage in face-to-face interactions. The more varied and interactive your retreat activities are, the more engaged and energized your team will be.
6. Send Out Fun Gift Baskets
Just because you’re not seeing each other in person doesn’t mean that attendees shouldn’t enjoy the spoils of a work retreat. That’s why you should try to send out fun gift baskets ahead of the retreat. This will help generate excitement and anticipation while convincing more people to actually attend your event. Include items that participants can use during the retreat, such as snacks, branded merchandise, or activity kits. This gesture not only shows appreciation but also adds a tangible element to the virtual experience, making it feel more special and personal.
7. Don’t Plan It All on Your Own
Organizing a virtual retreat can be overwhelming if you try to do everything yourself. Delegate tasks to a planning committee or seek input from some of your more trusted team members. This not only lightens your load but also brings diverse perspectives and ideas to the table.
If your team is too large to handle or you don’t have enough people to delegate to, you could always consider hiring an executive meeting planner who specializes in virtual events. This will help take a lot off your plate while simultaneously bringing on someone who knows the ins and outs of these types of events. No matter how you go about it, though, collaboration in the planning process ensures a more comprehensive and inclusive retreat experience.
