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Do you wish the employees to stay motivated and put in their best? Do you want them to feel one with the company and establish a healthy relationship? Then, bonding with the employees outside the corporate world is highly essential.
Corporate outings are one of the most popular ways to establish good relationships with employees. A day at a resort or a couple of days of outings to any of the tourist destinations are great ways to boost the employees' morale.
For a successful corporate day out, it is very important to follow the 5 P's of planning. This will ensure that the outing goes as scheduled and meets its objectives.
Generally, it is the HR department that organises corporate outings. However, this does not mean that the whole department goes into a frenzy planning the outing. There should be 2-3 important staff members who are solely responsible for the entire planning process.
This core team should decide on when to go for the outing, the destination to be covered, and the activities to be carried out. They are also responsible for making all the necessary logistics arrangements.
The first partner to collaborate with is the venue manager. As a company HR representative, you should discuss your needs with the manager of the venue, who should be able to accommodate the same.
Secondly, if you plan to take the employees to the venue at the company's expense, there should be a partnership with the some travel agency who provides such service. Based on whether you want to rent out a minibus or book a flight ticket, you should have a partnership with the concerned travel agency.
Selecting the right venue is key to any successful corporate outing. If the outing is conducted in the same city, the core team can visit the place to get a first-hand idea of the venue. Is the venue easily accessible? Does the venue have a good recreational area? Does the venue have good facility for the disbaled? These are a few of the things to consider.
On the other hand, if the outing is planned in a different city, you should check with the venue manager to see if they have hosted any other corporate events. If big corporates are on their list, it means that their service and facilities are on par with industry standards.
Do you think performers would just perform on stage without any practice? No, they do a lot of rehearsals before the D-day. Likewise, you should also inspect the venue thoroughly a day or two before the actual outing.
Is there enough parking space to accomodate all the vehicles? Does the place have a proper fire exit in case of an emergency? Does the dance floor have good lighting and sound system? These are a few of the things you should pay attention to.
You should check with the venue authorities whether they have the necessary permission to carry out the scheduled events. For example, in case you are serving liquor, the venue should have the license to do the same. Otherwise, you can be penalised.
You should start planning for the corporate outing months ahead. This way, the employees will be well aware of the event and can make necessary arrangements to attend the outing.
The HR department of any company will generally have a clear budget for corporate outings. Make sure that the total spending does not overshoot the budget. All spending should be separated into different categories so that you have better control over the total spending.
As an HR manager who is responsible for the corporate outing, you should understand that you will not be able to do every task on your own. To make your task easy, we recommend you can select a core team and delegate the tasks to the team members. While one group can be made in charge of venue booking, the other can take care of catering.
The venue that you select for the outing should not only fit your budget but also appeal to the employees. The employees should feel good after visiting the venue and attending the event.
The main purpose of corporate outings is for employees to interact with each other and have fun moments together. You should plan activities in such a way that there is proper interaction among the employees. These can be fun games or team-building activities.
You should provide enough publicity on the days leading up to the outing. This can be through interesting social media posts or messages. Another idea is to go for a ‘save the date’ message that can build enough excitement among the employees.
While planning activities, make sure that it is not overscheduled so that the employees feel overburdened and tired. There should be enough free time in between so that the employees can relax and enjoy the outing. “Quality over quantity” is what matters.
Most corporate events are conducted indoors as a result of which the employees get little time to spend outdoors. You should plan atleast some activities outdoors so that the employees get some fresh air. You can arrange an evening tea or have some games on the lawn so that employees feel relaxed.
If you thought that planning a successful corporate outing is a cake-walk, then you are wrong. It requies detailed and in-depth planning. Though the entire planning is done by the HR team, the employees should have a say in selecting the place and venue. This makes the whole process inclusive and enjoyable for both the organizers and the employees.
