Geographically dispersed learning and development (L&D) teams face challenges around overcoming the barriers of distance and differing time zones to achieve effective communication, ensure consistent training quality and support business goals, all while relying on technology to bridge the physical gaps.
In-person strategy sessions, or off-sites, provide a way for training and development teams to better navigate these challenges. Whether it’s called an off-site, a summit or a retreat, the objective is the same: Bring dispersed L&D teams together for better business outcomes.
L&D team off-sites bring value to the business by:
- Strategically aligning L&D with broader business objectives.
- Improving team communication and collaboration.
- Offering opportunities to explore new learning strategies and tools.
- Providing skill development specifically for learning professionals.
- Improving the organization’s overall learning culture.
Here, we’ll share the top tips and takeaways leaders in the training industry had for coordinating a seamless L&D team off-site that has maximum, lasting impact.
5 Considerations for a Successful L&D Off-Site
1. Setting the Stage: Choose the Right Time and Space
When planning an L&D team off-site event, the first considerations (after determining the budget) are the time and place. Training Industry events coordinator, Avery Vogt emphasizes the importance of choosing a central location that is both accessible and appealing to ensure attendees look forward to the event. It doesn’t have to be an expensive city, but try to avoid remote locales with little for attendees to do after sessions. She suggests considering the off-season for easier scheduling and lower travel costs, especially if the budget is tight.
Another important factor when choosing the location is how well the physical space will facilitate communication and collaboration, adds director of thought leadership and strategic initiatives at Cornerstone, Phil Moore. He stresses the importance of being intentional and not getting stuck in a space due to poor planning: “The physical space can be undervalued in the impact that it can have on the success of these sessions. You need a space that facilitates a sense of team you can’t get in remote working.” He recommends checking the physical space beforehand to ensure it is conducive to movement and interaction, with flexible seating and whiteboards or space for flip charts — and seeing what can be adjusted if not.
LinkedIn’s director of career development, Tiffany Poeppelman, points out that big budgets are not a necessity, as alternatives like virtual or hybrid models can be equally effective, especially when grouping attendees by time zones. This can help manage geographical and budget constraints effectively.
2. Designing the Agenda: Balance Learning and Collaboration
To determine the right balance of strategic planning, formal learning and team building to make the most of your time, Poeppelman advises assessing the team’s current needs and focusing on areas that are challenging to address asynchronously. “Save the hard stuff for the room and avoid doing things you could have just done asynchronously,” she says. This will require some evaluation and strategic planning in advance, but, Poeppelman explains, “If you want to do it right, expend a lot of energy upfront, and you’ll get a lot more out of it.”
If the team is relatively new or out of sync, you’ll want to factor in more opportunities for collaborating and communicating. For teams that are already familiar with each other’s work styles and capabilities, the focus can shift more toward deep strategic planning and tackling complex challenges.
Incorporate collaborative exercises into the agenda that are directly tied to real work scenarios or strategic objectives and don’t feel like forced team-building activities. “I find a great way to create connection within a team is to create space for people to think together, to learn together,” Moore says. “So rather than having a really crammed agenda to fit in a two-hour team building exercise, let’s build more time in for folks to break out and discuss or share back what they’ve experienced.”
Leave room for fun! Include time for breaks, meals and after-hours activities where attendees can connect in other ways. If time (and budget) allows, coordinate at least one local group activity such as a hike, a tour or an off-site lunch.
3. Selecting Content: Align Sessions With Strategic Goals
Selecting the right content, presenters and instructors can significantly impact the off-site’s success. Content should be aligned with the overarching strategic goals of the organization. This ensures that every session contributes to pushing the organization forward, addressing specific areas of need such as leadership development, technology adoption or cultural change.
Look to external partners for off-the-shelf courses, workshops and content that can create alignment on processes, approaches and language. Moore adds, external content can be helpful for areas where your team may already have their own biases or reservations. “External content brings a new light, a new tone, a different perspective,” he says. External partners can also add an element of credibility, which can lead to smoother implementation.
To determine if an external provider may be best for certain skill needs, Poeppelman says to consider, “What are we trying to solve? Do we have the capability and resourcing internally to do it, or do we need an external perspective to help us meet those goals?”
4. Driving Engagement: Offer a Variety of Relevant Activities
Engagement is a critical factor in the success of any off-site, and getting it right requires a varied approach. Vogt recommends incorporating a variety of dynamic activities coupled with strategic breaks to keep energy high. Integrate interactive elements such as polls and games, or other interactive technology, so attendees remain engaged and connected, both with the content and with each other.
One way to get buy-in is by organizing team members into communities of practice according to their strengths to organize, plan and deliver some sessions related to these focus areas. “Leveraging their experience and giving them an opportunity to share their expertise is always a great way to drive engagement,” Moore says.
Poeppelman stresses the importance of ensuring that all activities have clear, defined outcomes, ensuring high participation and avoid overwhelming attendees with irrelevant content. Connecting each session to specific outcomes ensures they will be purpose-driven and directly contribute to the event’s overall goals, which will keep participants focused and invested in their work.
5. Maintaining Momentum: Strategies for Long-Term Impact
As any learning professional knows, the true measure of an initiative’s success is how well the information is retained and how effectively the concepts are implemented afterward. Vogt recommends a closing activity, where attendees come together to share their stand-out takeaways, which ensures everyone has a thoughtful contribution and leaves with actionable ideas.
For long-term impact, Moore says the strategies adopted here should be seen as part of a continuous learning journey. Advocating for pre-event and post-event activities that sustain momentum, he says, “Incorporate some learning ahead of time, create communities of practice to shape the agenda and have different people come back together and reengage afterward. Run a red thread throughout in terms of the strategic objectives and the capabilities you’re trying to build.”
To maintain momentum afterward, Poeppelman suggests establishing an agreed time frame to come back together and present takeaways and next steps to other stakeholders, explaining, “Doing a ‘share back’ afterward can be really good accountability for yourselves, but also show how that time was utilized in powerful ways.”
Discussing follow-up strategies and establishing clear, measurable objectives is crucial for applying the strategies and goals discussed during the retreat.
Final Thoughts
Ultimately, well-executed training team off-sites not only enhance individual skills and team cohesion but also propel the organization forward by aligning learning outcomes with business objectives. By carefully planning each aspect of the L&D summit — from the timing and setting to the content and follow-up — training and development teams can create a productive and inspiring environment that fosters professional growth and strategic alignment. These events are not just a chance to bring everyone together, but a cornerstone for continuous professional development and strategic success.
Explore Training Industry Courses for Groups to find off-the-shelf content for your next L&D event.
