It’s easy to feel that there’s never enough time to organize a team building event, whether it’s your first time or your tenth. In addition to your regular obligations, it can be difficult to imagine how you’ll find the time to organize an interesting activity that everyone will like. This post will help you understand how you can organize a successful team building event for your business.

Set Your Timeline

What’s the one rule that always comes up while organizing a team outing? Planning becomes less of a hassle when you have more time to do so. For events with fewer than one hundred participants, a team of specialists recommends allocating at least four to six weeks for preparation. If your gathering will be greater than that, aim for at least four to six months of preparation time.

Experts recommend making an Excel work list to organize your scheduling in greater detail once you’ve established your basic timeline. Keeping track of due dates is much easier with a list like this one. Your Excel to-do list can be transformed into a Gantt Chart for a more graphic timeline.

Create Your Guest List

The amount of employees in a specific division, such as the “sales team of 45 people” in the earlier example, may be all you need to start compiling your guest list. Sometimes it takes more work to figure out who will be attending the team building activity. The number of guest list will help your team determine the sitting set up the events will take. Team building events entails sports, fun activities. Your team should consider a canopy for sporting events, to shelter the participants.

Vendors at sporting events are also frequently out in the sun for long periods of time during the warmer months. It is crucial to select a canopy that offers sufficient shading and protection from the heat and intensity of overhead sunlight, which can have a major influence on vendors and customers. Here are three questions to help you figure out who to invite to your event if you have no idea who will be there:

• Should everyone attend?
• Is participation restricted to a select few, or is registration open to the public?
• How many people might we invite before we start to run out of room (both financially and physically)?
• Do we expect any workers who rely on accommodations to be there? Or will remote workers also be included?

Define Your Goal

It’s easier to have a successful and enjoyable team building activity if you have a specific goal in mind. It can be difficult to know where to start when organizing a team building event if your supervisor hasn’t provided clear direction.  When responding to each question, please be as detailed and specific as you can.

Set Up Your Planning Team

You may have found out the hard way that it is challenging for one individual to plan a complete team building event. With so many variables at play, it would be unrealistic to expect any one person to shoulder ultimate accountability.

You may outsource work to others and get input from coworkers with ease when you form a planning committee to handle the event’s logistics. Group brainstorming sessions are more productive when visual aids like mind maps and flip charts are used. If you’re going to be out of the office or otherwise preoccupied during the planning stages, assembling a team allows you to delegate authority to someone else.

Endnote 

Everyone on your team will want details on the team building exercise you’ve planned. With the help of an agenda, you may plan out the day’s activities and inform your coworkers of what to expect. Everything that employees will be doing, from when they should arrive and leave to where they should meet, should be detailed in the agenda.