Welcome to the ultimate guide on running team meetings like a pro! Whether you're a seasoned team leader or a first-time meeting maestro, buckle up for a ride through the art of productive gatherings. Ever felt like your meetings were about as useful as a screen door on a submarine? Fear not! We'll unveil the secrets to keeping everyone engaged and on track. 

Get ready to transform those dreaded meetings into dynamic sessions that leave your team high-fiving instead of eye-rolling. 

Let's dive in!

What is a team building meeting?

A team building meeting is like the ultimate group hangout for your work squad! Envision it as a power-packed gathering where colleagues ditch the formalities and dive into fun activities, games, and discussions. 

Forget about dull agendas; think Egg Drops, brainstorming sessions, and maybe even a dash of friendly competition. 

This type of meeting isn't just about boosting productivity; it's about strengthening the team bond between team members, turning colleagues into comrades. 

So, whether you're solving puzzles or sharing embarrassing childhood stories, a team building meeting is where work relationships get upgraded from "co-worker" to "teammate for life."

Step-by-Step guide on planning team building meetings

Embark on the journey of crafting unforgettable team building meetings with our step-by-step guide. From brainstorming engaging activities to fostering camaraderie, this guide is your compass for transforming mundane meetings into dynamic sessions that strengthen team bonds. Let the team-building adventure begin!

Step 1: Preparation

Let's first get down to the nitty-gritty of getting ready for team building meeting. Here's the team-building tips on how to make it happen seamlessly.

1. Decide your goal

You're the captain of this meeting ship, so what's your destination? Are you aiming to brainstorm innovative ideas, make important decisions, or perhaps strategize for the upcoming project? Define your goal clearly. For instance, if it's a brainstorming session, let your team know that you're looking to generate creative ideas for a new marketing campaign. This sets the tone and gives everyone a purpose.

Tips:

• Be Specific: Avoid vague goals and objectives. Instead of saying "Discuss Marketing," try "Brainstorm Creative Marketing Strategies."
• Communicate in Advance: Let your team know the meeting's objective ahead of time. This allows them to come prepared with relevant thoughts and ideas.

2. Choose your venue

Now, about the meeting backdrop. Consider the mood you want to create. If it's a casual, collaborative vibe, maybe a cozy corner of the office with comfy seating is the way to go. For more formal discussions, a traditional conference room might be suitable. If you're feeling adventurous, take it offsite to a local coffee shop or a unique venue to shake things up.

Tips:

• Match Atmosphere to Purpose: Align the venue with the meeting's purpose. A creative brainstorm might benefit from a relaxed space, while a strategy session may require a more formal setting.
• Consider Remote Options: In the era of virtual meetings, explore options for remote collaboration. Video conferencing tools can bring teams together, no matter where they are.

Thinking about changing up the location? Try Surf Office!

Unlock over 100 idyllic locations across Europe and the USA, featuring golden sandy beaches, vibrant cityscapes, and serene countryside team building retreats. 

Let us take care of all the logistics so you can focus on what really matters – your next team meeting:

🚗 Hassle-free airport transfers

🏨 Comfortable and convenient accommodation

🎯 Engaging team-building activities

🍽️ Delicious restaurant reservations

🗺️ Expert retreat planning assistance

🔧 Onsite support, if requested

‍

Book your off-site retreat now and make your business meetings truly memorable!

3. Pick a date and time

Time to play calendar Tetris! Check in with your team to find a date and time that suits everyone. Be mindful of peak productivity hours – Monday mornings might be a bit much for some, while Friday afternoons might see people mentally checking out. Aim for a time that maximizes attendance and engagement.

Tips:

• Use Scheduling Tools: Tools like Doodle or scheduling features in email platforms can simplify the process by allowing team members to vote on the most convenient time.
• Rotate Meeting Times: If your team is global or has varied schedules, consider rotating meeting times to accommodate everyone at different points.

Step 2: Team involvement

Now make sure everyone's not just in the room but actively part of the conversation. We want this meeting to be a collaboration, not a monologue. Here's how to get everyone on board and ensure every voice is heard.

1. Involve every team member

No wallflowers allowed! Everyone's got a seat at the table, and we want to hear from each and every one of you. Encourage quieter team members to share their thoughts and ideas. Remember, diversity in voices brings richness to the conversation.

Tips:

• Round-Robin Sharing: Go around the virtual or physical table, giving each person a chance to speak. This ensures everyone contributes, not just the loudest voices.
• Create a Safe Space: Foster an environment where team members feel comfortable expressing their opinions without judgment.

2. Invite guest speakers:

Sometimes, a fresh perspective can be a game-changer. Consider bringing in guest speakers—whether from another department, industry experts, or even someone outside the company. It injects new energy and insights into the conversation.

Examples of guest speakers types:

• Industry Expert: Invite an expert to share the latest trends or insights related to your discussion topic.
• Cross-Departmental Speaker: Bring in someone from a different department to share their experiences and provide a unique viewpoint.

Tips:

• Align with Meeting Theme: Ensure the guest speaker aligns with the meeting's focus. Their contribution should enhance the discussion.
• Facilitate Q&A: Allow time for team members to ask questions and engage with the guest speaker.

3. Plan activities

Who says meetings can't be a little bit fun? Plan activities that not only break the ice but also contribute to the meeting's goals. It could be a quick team-building exercise, a brainstorming session, or even a collaborative project update.

Example activities:

• Two-Truths-and-a-Lie: Kick off the meeting with a quick icebreaker to lighten the mood.
• SWOT Analysis Session: Turn a traditional discussion into an interactive activity. Have the team collectively analyze strengths, weaknesses, opportunities, and threats.

Tips:

• Align with Meeting Objectives: Ensure activities tie back to the meeting's goals. Fun is fantastic, but it should also contribute to productivity.
• Rotate Activities: Keep things fresh by introducing different activities in each meeting. Variety is the spice of engagement.

Step 3: Leadership and focus

Now we need to steer this ship with confidence. Take charge, set the vibe, and keep everyone on track. Here's how to lead the charge and give your meeting a solid focus.

1. Pick an activity leader

Think of this as choosing the maestro for your meeting orchestra. Designate someone to lead the charge, keep the conversation flowing, and ensure everyone has their say. It could be you, a team lead, or even someone from a different department to bring in fresh perspectives.

Tips:

• Rotate Leadership: Switch up the activity leader role in different meetings to empower team members and develop leadership skills.
• Brief Your Leader: Ensure your chosen activity leader knows their role, whether it's facilitating discussions, guiding activities, or keeping an eye on the clock.

2. Choose a focus for your meeting

Don't let your meeting turn into a meandering chat. Pick a focus, a star player, if you will. Are you digging into a specific project update, troubleshooting challenges, or maybe planning for the next quarter? Make sure everyone knows what game they're playing.

Examples dialogue:

• Project Update Meeting: "Today, we're diving deep into the latest project developments. Each team will share updates, and let's brainstorm solutions to any roadblocks."
• Planning Session: "Our goal is to map out the roadmap for Q4. We'll discuss goals, allocate tasks, and ensure everyone's on the same page."

Tips:

• Communicate Expectations: Clearly communicate the meeting's focus in advance so participants come prepared with relevant information.
• Stay Laser-Focused: During the meeting, gently guide the conversation back to the main focus if it starts to veer off course.

3. Involve every team member

No silent spectators allowed! Actively involve every team member in the discussion. Encourage quieter members to share their thoughts, and make sure everyone feels their input is valuable.

Tips:

• Round-Robin Sharing: Go around the virtual or physical table, giving each person a chance to speak.
• Use Collaboration Tools: Platforms like Miro or Trello can facilitate real-time collaboration, ensuring everyone contributes.

Step 4: Engagement and excitement

Flip the script and turn your meeting from a snooze-fest to a must-attend event. Get ready to sprinkle some magic dust and make your gathering as exciting as a blockbuster movie premiere.

1. Emphasize your meeting’s importance

Alright, imagine you're setting the stage for a blockbuster movie. You don't just start with the opening credits; you build anticipation. Same goes for your meeting. Start by underlining its significance. Share the vision and purpose behind the gathering. Explain how the decisions made here aren't just checkboxes but are integral to the team's success.

Tips:

• Connect to Goals: Relate the meeting's purpose to the broader objectives of the team or company. Make it clear how everyone's contributions tie into the larger success story.
• Use Vibrant Language: Words matter. Instead of just stating the meeting is "important," infuse it with energy. "This meeting is pivotal for propelling us towards our next big win."

2. Make your meeting exciting and engaging

Time to break free from the standard meeting script. Inject some excitement, make it an experience! Consider starting with an icebreaker – it could be as simple as a fun question or a quick team-building activity. Changing up the meeting environment also works wonders. Maybe today, the conference room; tomorrow, the rooftop with a view. Keep everyone on their toes, and you'll see the creativity flow.

Tips:

• Inject Energy: Be the conductor of enthusiasm. Use visuals, tell engaging stories, or incorporate short, dynamic team-building exercises to keep the energy levels high.
• Rotate Formats: Keep things interesting by varying meeting formats. One week, it could be a traditional agenda; the next, a quick team challenge or a stand-up meeting.

3. Celebrate wins

The confetti moment! Recognizing and celebrating wins is like giving your team a pat on the back. Did someone just wrap up a killer project? Hit a major milestone? Take a moment to applaud and appreciate those victories. It's not just about acknowledging success; it's about reinforcing the idea that hard work pays off.

Tips:

• Personal Shoutouts: Highlight individual or team achievements. A simple "shoutout" segment can go a long way in boosting morale.
• Create Rituals: Establishing a tradition of celebrating wins builds a positive team culture. Whether it's a virtual high-five during meetings or a dedicated achievement board, make it a consistent practice.

Need that extra bit of inspiration? 

We know that sometimes it can be hard to find that little bit of creative inspiration that really defines your team-building meetings. To help with this, why not try our 5 team-building games and activities?

1. Human Knot

Alright, buckle up for Human Knot – a real brain-teaser that's perfect for groups of 6 or more. No need for fancy equipment; just your wits and willing hands! Picture this: you form a circle, grab a partner's right hand, and another's left. The goal? Untangle the human web without letting go! Clock's ticking - 5 to 10 minutes max. This ain't your average hand-holding, folks. It's a teamwork, leadership, and communication showdown. Can your crew navigate the knot and emerge victorious with a flawless circle? Let the challenge begin!

2. Egg Drop

Get ready for Egg Drop, where creativity meets competition in a 30-minute showdown. You'll need eggs, cardboard, duct tape, bendy straws, and a platform for a dramatic drop. Each team gets 15 minutes to craft a masterpiece, shielding their egg from a gravity test. Drumroll, please! Eggs away, and the champs? The ones with an unscathed egg. But, hold on – tiebreaker alert! Fewest straws used snags the crown. It's egg-citement, strategy, and a dash of physics – who said team building can't be egg-straordinary?

3. Corporate Castaway

Step into the wild world of Corporate Castaways! Inspired by Survivor, it's not your typical team-building gig. Picture this: mental and physical challenges, teams of 25 or more, and a 2-3 hour adrenaline rush. Outdoorsy? You bet! Teams hustle to conquer tasks, earn points, and claim victory. Officials keep score, and when the dust settles, the highest scorer reigns as the ultimate Corporate Castaway. It's a blend of teamwork, strategy, and a dash of island survival – minus the deserted island. Are you ready for the challenge?

4. Laser Tag

Grab your gear because Laser Tag is your go-to for hassle-free team-building fun! Whether indoors or outdoors, it's paintball's cooler cousin. Perfect for groups of 10 or more, this 1-2 hour adventure packs in teamwork, communication, and a side of healthy competition. No need to bring your laser gun; organizers have you covered. Picture this: capture the flag, team deathmatch – your call. Armed with sensors and laser weapons, it's a showdown to "kill" opponents. Game mode decides the winning team. It's strategy, camaraderie, and a blast – minus the paint stains. Game on!

5. Water Balloon Dodgeball

Get ready for a splashy adventure with Water Balloon Dodgeball! 

Ideal for 20 or more players, this quick team-building activity guarantees laughs and high-energy fun. Grab water balloons, water, cones, and two buckets, and set up a battlefield. 

Divide into two teams, stationed at opposite ends. 

The game kicks off with an eight-minute watery showdown—teams aim to eliminate opponents by hitting them with water balloons. No crossing the center line or sneaking off; violators are out. 

The winning team wipes out the opposition, but if the clock runs out with soggy soldiers on both sides, victory goes to the team with the most standing players. 

Let the water balloon mayhem begin!