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It is great to see all of you in person, and today we're talking about off-sites.
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Just the word "off-site" brings up a lot of feelings for folks, especially after most of us have taken a few years off from attending them.
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Think for a moment about the word that comes to your mind when you think of an off-site.
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Over the past few years, off-sites have been on a roller coaster ride. We planned them, we canceled them; are we getting together?
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Is it virtual? Is it in-person? Is it hybrid? How are we reconnecting? And these days, do we have the budget to do so? I think I heard someone mention that off-sites can be expensive, but people are still craving the ability to reconnect with each other.
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There is something special that happens when we're together. We take ourselves out of that day-to-day grind, our work, and our responsibilities, and focus broadly on other things.
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I'm Allison McMillan, an engineering leadership consultant and a fractional VP of engineering who works with startups that aren't quite ready for full-time VPs but need that perspective and experience on a part-time basis.
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I am also on the Ruby Central board and I host a podcast called "Parent-Driven Development." Today, we are going to talk about off-sites and what makes them awesome. The best thing about off-sites is that they should be interactive and engaging.
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During this session, we're going to have some discussions, so if you're not near someone you're comfortable with, I encourage you to move now.
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I plan to ask a few questions. For each question, you'll have about three minutes to share your answer and discuss, but please introduce yourself first so that you can meet a new Ruby friend.
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The first question is: What was the best off-site you have ever been to? And if you've never been to a good off-site, think about the best conference you've attended.
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I'm going to give you three minutes, and I will start the timer now.
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Hi, I'm Mike Monroe, founder of Obelisk Rails Consultancy based in the Boston area.
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One of the best off-sites we had was when we brought our entire team out to a conference in Portland, Oregon. The team was based in Boston.
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We went there to do some bonding and escape the office for a few days. We really enjoyed the time away.
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The best part about these questions is that you get to talk. The worst part is me standing up here awkwardly for multiple minutes while everyone discusses.
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For those of you who came in late, we're in pairs or small groups discussing a few questions. The next question is: How did it make you feel while you were there?
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You have two minutes for this question.
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While we were at the conference, I felt very light because we had escaped the office. This allowed the team to bond without the constant pressure of client work or day-to-day responsibilities.
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It gave us the opportunity for deeper personal discussions that we do not always have the chance to explore during office hours.
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The next question is: What was the purpose of the off-site, and try to think of something beyond just getting everyone together.
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You have three minutes for this question.
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The main purpose of the off-site was bonding. As engineers, we spent our days at the office dealing with client requirements for various projects.
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Many of the team members were working on different projects, and opportunities for meaningful conversations outside of work were rare.
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By getting out of the office, we allowed ourselves to bond more deeply.
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The fact that we traveled to the other side of the country helped us escape our typical distractions.
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Make sure to introduce yourself to another new Ruby friend.
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Now, think about what made that experience enjoyable. Please share a short story from what made it fun.
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The trip was enjoyable because our team did not travel much together. The work itself didn't usually involve much business travel, so being able to experience a new setting and learn together was exciting.
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All right, are you all ready for the next question?
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What made it draining? You have two minutes for this question.
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Although the conference was fun, it was also somewhat draining. The travel was positive, but it was still a lot to handle.
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At the end, we were all pretty tired, not just from the trip but from learning and engaging for several days.
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Finally, the last question is: what made it special? What was something you walked away with that you didn't expect?
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What made this event super special was that our team was small enough to bring the entire group to the event. Unfortunately, we enjoyed it so much that we decided to hire more people.
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The downside is that it makes it harder to get everyone together now that the team is remote.
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Having teams in person makes a lot of things easier.
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Okay, that concludes the sharing time for now, but there will be more at the end of the session. Hopefully, you haven't used the little note cards on your seats yet.
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Off-sites, especially for remote teams, are critical. They're super important because they create connection, bring alignment, provide information, and increase engagement.
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This can be more challenging to accomplish virtually.
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You need to deal with additional challenges, such as home interruptions, time zones, and distractions that don't occur in person.
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Today, we'll cover ideas for both virtual and in-person off-sites, different components to think about when planning, and alternatives that cover the same overarching topics.
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Here's the key point: when considering the differences between virtual and in-person off-sites, don't try to recreate an in-person experience virtually. Instead, think about the opportunities available to you because you're remote.
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What are you trying to accomplish, and how can you achieve those same goals with a different approach? Today, we're going to discuss three key parts of planning an off-site: goals, logistics, and what I call the special sauce.
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First, let's talk about goals. Knowing why you want to do something is very important. What does your team or department need right now?
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An off-site can involve a number of folks, and there are huge differences in planning for an off-site with a small team versus a company-wide event.
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An off-site can have more than one goal, particularly these days. You typically can't just fly everyone together for a casual hangout.
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Even if you can, it's worth thinking about creating a purpose that digs deeper into why you want everyone to gather.
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Perhaps the goal is to establish a team vision, improve personal connections, or share road maps and dependencies with other departments.
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The structure of your off-site will depend on the number and type of goals you want to achieve, as you likely won't be able to address everything in a single event.
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For example, it would be great to do a mini hackathon or establish buy-in around a team culture while aligning with broader company goals.
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To prioritize effectively, think about what can be done asynchronously, such as in an hour-long meeting or a series of team meetings, and determine top priorities.
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Critical to an off-site is taking your brain to a different space. Much like when we take a walk to think something through, distance from our work can lead to great insights.
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Consider how long your off-site can be, and how often you plan to hold them. This helps to shape future opportunities for growth.
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Also, think about who will follow up on action items after the off-site. Is it you, engineering managers, or volunteers? Knowing who will take on tasks is vital.
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Ensure that this group has the bandwidth to accomplish the tasks soon after the off-site.
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Next is logistics. Although it may seem mundane, smooth logistics can have a huge impact on the energy of attendees.
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Logistics encompass the little things that take up mental energy. We have enough on our plates already, and making logistics easy is vital.
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Today, it's crucial to simplify logistics so that attendees can show up ready to engage.
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In advance, make sure folks know what to expect: the goals, agenda, breaks, and links to virtual platforms if you're accommodating different time zones.
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Plan core hours and time zone-friendly sessions. Repeat similar content in different time zones so attendees can choose the time that works best.
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It's good practice to highlight when certain time zones may miss meals, ensuring everyone is prepared.
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If you’re planning an in-person off-site, coordinate arrival and departure times and suggest carpooling to make logistics smoother.
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Make a packing list or note the weather to help prepare everyone.
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Thinking through logistics signals that you care, and it can help get everyone into the right mindset.
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For virtual off-sites, use travel days on Monday and Friday to prepare mentally. Encourage attendees to wrap up loose ends before diving into the off-site.
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Provide practice tutorials for whiteboarding or tools that will be used during the sessions. Take some time to read pre-event materials.
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Regardless of the format, successful participation requires different energy. Fridays can be a time for reflection, filling out surveys, or having casual chats.
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An important aspect of logistics is ensuring that attendees are unavailable for the week. Set up emails or status updates to inform others about the off-site.
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With ample communication, attendees can feel free to engage in off-site activities without worrying about outside distractions.
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Finally, for off-sites to be memorable, they need a bit of special sauce, or 'sparkle.' Adding fun elements creates a lively atmosphere.
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This special sauce can come in many forms and doesn't need to be expensive, just thoughtful.
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I often incorporate gifts, experiences, and thoughtful facilitation during off-sites.
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For gifts during virtual off-sites, I ensure that everyone has the supplies they need, as not everyone owns the materials.
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I follow a formula that includes fun items, leadership lessons, and opportunities for bonding.
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For fun, I've sent a whiteboard headband that also serves as a whiteboard, and many enjoyed using it during the event.
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I also send children's books that teach important lessons. I like to include a character of color to promote diversity.
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In addition, I've provided arts and crafts kits for creative breaks, which is especially beneficial for those with kids.
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Snacks can serve as a great conversation starter, and sometimes I can budget for fun department swag.
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I encourage an unboxing party at the start of our off-site to foster connection among attendees.
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Now, let's talk about experiences. In-person off-sites often include engaging team experiences like volunteering or special dinners.
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For virtual events, there are some fantastic options available, including Airbnb experiences, often across various budgets.
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These types of experiences lead to inside jokes and increased camaraderie among colleagues.
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Finally, engaging sessions through thoughtful facilitation are essential for effective off-sites.
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If the off-site is filled solely with frontal presentations, it will likely not resonate with attendees. This is even more true for virtual events.
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Thoughtful and engaging sessions encourage conversation. Use breakout rooms or interactive tools to stimulate participation.
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For example, the balloon building exercise engages attendees while prompting discussions about team communication.
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We also had a craft activity where groups worked together in breakout rooms to build designs, which encouraged deep conversation about teamwork.
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It's vital to ensure varied voices and perspectives facilitate the off-site effectively.
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We'll cover additional resources for facilitation, including the Luma Institute, which offers helpful tools, workshops, and articles.
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Planning an off-site can be challenging. While logistical support is often provided, the actual agenda creation is usually on the lead organizer.
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I’m here to help you determine what your team needs and assist in planning and facilitating the off-site to ensure productive outcomes.
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So, what have we learned today? We've explored setting clear goals for off-sites, making logistics easy, and considering that special sauce for great experiences.
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To conclude, please take a note card from your chair and write one thing you'd like to discuss or accomplish at your next off-site.
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You will share this in a moment, so take around ten seconds to do this.
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Now, find two other people with similar themes on their cards to discuss.
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If anyone didn't get the chance to discuss, feel free to find those people later during the conference.
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As you go through next week at work, think about the meetings you're in or leading. Consider what could be solved through an effective off-site.
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Reflect on which meetings you stay engaged in and which you tune out to shape your goals better for the next off-site.
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That's it, thank you!