Getting employees away from the office for larger-scale training helps everyone shake off boring routines that stifle communication and creativity. It also allows you to bring together staff from various departments or locations who typically don't have contact with each other. Use these tips to put together an out-of-town training event that builds a strong sense of team spirit and leaves attendees with a renewed hunger for success.
1. Set the Agenda
Define the purpose of the meeting, and let the purpose guide the agenda. Training for a new software system might include an introduction from the developer and the company's project leader as well as breakout sessions focusing on specific roles the software supports. Sales training, on the other hand, might feature a presentation by a motivational coach, followed by workshops for role playing, contact management and other aspects of the sales staff's jobs.
Keep attendees focused by building frequent breaks into the agenda. A ten-minute break every 90 minutes to stretch, grab a snack or use a restroom keeps attendees comfortable and limits the temptation to watch the clock.
2. Choose a Venue
The meeting venue should be within a few-hour drive for attendees. Companies that don't have a corporate headquarters might consider purchasing a package from a hotel, like Clarion Hotel - Seattle International Airport, that has ample conference space for each of the meeting's sessions as well as accommodation discounts. Plan to purchase a separate room for each attendee.
The venue must also be able to accommodate your technology requirements. At the very least, training meetings typically require presentation equipment, computers for attendees' use and Internet access, all of which depend on ample power outlets. Equipment delivery, set-up and breakdown must also be planned with the venue.
3. Plan Meals
Mealtime isn't just about sustenance--it's also an opportunity for attendees to network and compare notes with other team members in a relaxed atmosphere that builds camaraderie. This, in turn, encourages participation from individuals who are slow to share their thoughts and ideas in a more formal setting.
The company should provide breakfast and lunch at the training site. Offer healthy, easy-to-eat choices that can be left out so attendees can snack during breaks. Coffee, water, juice and caffeinated and noncaffeinated soda should be available throughout the day, too.
At least one group dinner is a must. It should take place at a relatively casual restaurant where attendees will feel comfortable standing in small groups or visiting other tables. A restaurant with games can offer a fun change of pace. To discourage overindulgence, consider springing for just the food and requiring attendees who drink to pay for their beverages separately. Attendees can be on their own for dinner other evenings, and have nights free to socialize or enjoy some alone time.
4. Issue the Invites
Give invitees plenty of time to arrange for child and pet care, and noninvitees time to decide how to compensate for attendees' absences. Be very clear about the agenda, travel and meal accommodations and any tasks attendees must complete prior to training, such as reviewing training material.
Planning out-of-town training seems like a monumental task, and it does require razor-sharp attention to detail. But a properly executed training event leaves attendees feeling like part of a winning team that's ready to take on the world.
