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Hosting an offsite event? Let’s make it run as smoothly as possible. Workhorse Coworking may be just what you’re looking for, with its modern aesthetic (a far cry from the typical corporate office), cool conference rooms, and amenities that’ll give your team offsite that extra oomph. Use our space and our handy tips for a successful offsite event.
In a rush? Skip ahead!
- Set Clear Goals with a Detailed Agenda
- Make Your Meeting Space Comfortable
- Location, Location, Location
- Does Your Space Accommodate Your Needs?
- Break the Ice
- Use Roundtables for Well-Rounded Results
- Food for Thought
- Boost Your Brainstorm
- Take a Break / Rest for Success
- Reflect for Next Time
1. Set Clear Goals with a Detailed Agenda
A detailed company offsite agenda is the perfect place to start, and the ultimate framework for success no matter what you’re meeting about. Sending a well-organized agenda before any meeting gives team members an understanding of what to expect, lets them properly prepare, and allows them to ask questions beforehand if needed. A more prepared group = a much more effective meeting.
Not sure what to include? A well-organized agenda outlines action items, assigns responsibilities, sets clear goals, and with time allocated for each topic, keeps meetings on track so the team can conquer the tasks at hand and problem-solve any issues or questions that arise.
2. Make Your Meeting Space Comfortable
That whole positive work environment thing? It’s no joke! A comfortable meeting space makes all the difference. Consider what kind of atmosphere would make the group feel at ease and excited to get started: would the power of mood-boosting natural light help people to feel engaged and focused for important team discussions? Or maybe you need to be inspired and creative to brainstorm, and a pop of color would do the trick. Conference rooms at Workhorse are diverse for any vibe you need for your group. Plus, our amenities (like kombucha and cold brew on tap) will make team gatherings a pleasant (and fun!) experience.
3. Location, Location, Location
It’s a good idea for team offsites to happen in a central, convenient location, and you should take time in your offsite planning to consider what areas this may include. A location nearby—or at least one that serves as a convenient midpoint for the group—will make people feel considered, accommodated, and that their time is valued, further encouraging attendance. People commute in different ways, so choose a location that everyone can reach, like Workhorse’s close proximity to the ferry, train, and bus. For those coming from farther away, our waterfront location in Edmonds offers plenty to enjoy after the offsite, like great restaurants, shopping, and beach access. An accessible, thoughtfully chosen location sets the tone for an energized, engaged group, and an overall more productive and positive team dynamic.
4. Does Your Space Accommodate Your Needs?
Different team dynamics and types of team gatherings require different setups to achieve the best results. Flexible spaces that easily transition and accommodate anything from presentations, brainstorming sessions, small breakout groups, or large team meetings, are important things to keep in mind. Consider what amenities would come in handy for your needs, like easily movable furniture for team-building activities, whiteboards for the ultimate brainstorming sesh (or even better—tables that double as whiteboards), and layout options like U-shaped or round tables that encourage interaction and make it easier for team members to share ideas, effectively communicate, and collaborate. Remember tech considerations, too, like if you need a large screen or projector. Check out all of our rooms and easily rent whichever meets your needs.
5. Break the Ice
Icebreakers may make you think of the first day of school, but they’re a great way to get to know your team members—or anyone!—just like your old classmates. In fact, according to Forbes, “Team building is the most important investment you’ll make.” Whether you’re meeting remote coworkers in person for the first time, coming together with others in your industry for a workshop, or anything in between, team-building activities like icebreakers can boost morale and motivation, increase collaboration and creativity, build trust and personal connections, and help groups effectively communicate and problem-solve, creating a more positive and comfortable environment.
6. Use Roundtables for Well-Rounded Results
Roundtable discussions are a type of group discussion with a small group where open dialogue on a topic isn’t just encouraged—it’s the main goal. They give people the opportunity to openly share insights, opinions, and ideas, helping everyone gain a deeper understanding of each other’s perspectives. If you’re bringing together individuals from different teams, companies, or industries, hearing diverse viewpoints on topics can improve cross-functional communication and bridge gaps in understanding each other’s roles. The more involved and valued people feel, the better they’ll collaborate, problem-solve, and contribute to a positive, aligned team dynamic. For an offsite roundtable, be sure to use a smaller, more intimate setting where people feel comfortable and relaxed enough to speak freely.
7. Food for Thought
Whether you’re hosting a corporate event, planning a conference room meeting, or need a cool, modern space for your next team gathering, including food in your team offsite planning is always a good idea. Workhorse has the local catering hookup, shortening your to-do list and giving you the chance to explore unique, must-try restaurants in the Edmonds area. Attendees will appreciate the convenience, no longer needing to scramble to eat beforehand or pack sufficient snacks. With one less thing to worry about, the day becomes more enjoyable, stress-free, and productive. Plus, a well-timed break for a bite to eat can work wonders for keeping everyone energized.
Need some ideas of what to eat? Check out our list of The 13 Best Edmonds Pizza Places for Your Meetings!
8. Boost Your Brainstorm
Breakout spaces are a game-changer for brainstorming sessions. Smaller, focused areas for smaller groups encourage creativity and collaboration by giving everyone the chance to speak up. They’re perfect for collaborative success—from jotting down thoughts on a whiteboard, spreading out materials to make a mood board, or simply bouncing ideas off each other in an open discussion, stepping away from the main room reduces distractions and keeps energy levels up. These spaces make it easier to focus, share diverse perspectives, and spark innovation. Trust us—some of the best ideas come from a team brainstorm (like our Mail Box area, which we named The Palomino Post in a breakout session)!
9. Take A Break / Rest for Success
Remember that offsite agenda? Don’t forget to include breaks! To keep people engaged, energized, and productive, breaks are essential to avoid brain drain. No problem-solving is going to happen in that state! Let people grab a snack, a drink (have we mentioned we brew as much hot coffee from Caffe Ladro as you need to stay caffeinated?), or just a moment to recharge. Going long stretches without a pause will result in lower attention spans, involvement, and focus. In-between topics is a great time to schedule breaks, as they allow attendees to reflect on what was discussed, gather their thoughts, and get ready for what’s next.
Pro tip: Tailor break lengths to your schedule, like a short break during a longer discussion, or a longer break to reset before diving into the next action item.
10. Reflect for Next Time
Think about your team offsite and reflect on how it went—both the pros and the cons. Ask yourself things like:
- What went well?
- What could you do differently next time?
- Was there something everyone loved that you’ll be sure to do again?
- Did you need more or less space?
- Did the location and setup help inspire attendees?
- Were they more or less engaged and involved?
- Did it create more or less open discussions and collaboration?
- Did people walk away feeling positive and accomplished?
Right after your offsite when the experience is still fresh in your mind, answer these questions and create a list of do’s and don’ts for the next time around so you can have an even more successful offsite gathering.
Pro Tip: Is it your first team offsite? Send a survey to attendees (with anonymous responses!) so you can gauge how the group felt and use their responses to help for next time.
Host Your Team Offsite at Workhorse Coworking
Ready to host your offsite? Contact us today to get started!
