7 Tips For Having A Successful Offsite Meeting

offsite meeting

In the world of business, there are two types of offsite meetings: those that are loved and those that are loathed. Thankfully, choosing the right meeting sites and making your day a success isn’t as difficult as you might think, it just takes proper planning.

However, overlooking seemingly innocuous details when drawing up your offsite meeting ideas can land you in a spot of bother. And, in an age where your competence can be undermined through poor planning, making sure your offsite meeting goes off without a hitch couldn’t be more important.

We’ve highlighted our top tips to help you make the most out of your offsite meeting sites. Take a look at our list now to learn more or head over to the Leadership page if you’d like to read through our other articles there.

But, if you’re looking for a state-of-the-art facility to host your meeting at, get in touch with a member of our team today. Saxons has a diverse range of fully-equipped meeting sites across Australia that can comfortably host your next offsite event.

Give your offsite meeting a purpose

No matter what, you have to organise your offsite meeting with a real purpose in mind. Your attendees should understand what everyone is collectively trying to achieve at your offsite meeting.

Without a clear purpose, your employees will feel unsure of what you’re working towards. And, if employees are unable to voice their opinion they may become frustrated, which will further derail your hopes for a productive day.

Carefully plan all of your offsite meetings ideas

If your meeting is set over a number of hours or days, it’s going to be vital that you plan every little detail ahead of time. The last thing you want to do is come across as underprepared or worse yet, unprofessional.

Keep your meeting’s segments planned with a realistic timeframe in mind so as to give your attendees time to take in what’s being discussed without feeling overwhelmed.

Don’t go overboard with attendee numbers

While it might seem like it makes common sense to fit in as many attendees as you can, try to keep a limit on the number of people you invite. You need to be aiming for a number of attendees that will give you enough diversity of thought to get to the bottom of a problem without being too overcrowded.

When choosing the employees to invite, make sure you mix up age range, experience, and seniority to help get the most balanced group you can. If possible, aim to invite between 5-10 people as this is an ideal density for offsite meetings.

Stoke participant interest before, during and after your meeting

Your meeting can’t be seen as an obligation by your employees as this will do absolutely nothing for engagement or participation. So, work to build some positive anticipation before your event by talking with each employee to establish what they’d like to get out of the meeting.

During your event, you need to make sure that everyone is being included in the discussions. After all, you’ve invited your attendees for a reason so don’t let valuable opinions go to waste. Post meeting, send out a survey to learn more about how the meeting went and how you can potentially improve your planning process in the future.

Break down each session to resolve a specific problem

The offsite meeting ideas your team comes up with should be solving specific problems your face on a day-to-day basis. Try to keep your topics specific and avoid long, drawn out presentations; you’re trying to keep ideas and creativity flowing.

Don’t be afraid to ask thought-provoking questions

There’s no telling what topics you’ll be discussing during your offsite meeting, but don’t be afraid to challenge your attendees with thought-provoking questions.

If you dare to encourage your employees to get creative, you’ll probably find yourself pleasantly surprised with the results. At the end of the day, you need to be willing to learn something new as much as anyone else in the room.

Keep proceedings fun without being too light hearted

Yes, you’re organising an offsite meeting but that doesn’t mean every aspect of the day has to be overly serious. Discuss topics that require thought with the respect they deserve but don’t be afraid to let attendees dress down for the day or break up sessions with some light-hearted fun.

Are you trying to find meeting sites that are equipped with the latest technology and come with an experienced team of on-site technicians? To learn more about our meeting rooms across Australia, please contact Saxons today.