First steps to designing an awayday

Steps to help you think about fundamental and important matters when designing or facilitating an awayday

This guidance will help you think about fundamental and important matters:

  • Why are you having an awayday, and what do you want to achieve?
  • What outcomes do you want from your awayday?
  • Who should attend and what do you want from them?
  • The venue & practicalities
  • The framework of the day
  • How to prepare by communication and being aware of team dynamics
  • Following up to make your work meaningful and sustainable

 

Why are you having an awayday?

  • Because there have been changes in the team
  • Because you're a new manager
  • Because the team needs to start working differently
  • Because there are external changes that the team will have to respond to
  • Because you always have an awayday at this time of year
  • Because you want the team to spend some time together

All of these are legitimate reasons to have an awayday, and you should be able to make progress. But if your participants feel their time has been wasted, and they would have been better off getting on with their day to day work, you risk your awayday doing more harm than good.

Clearly defining your goals ensures the awayday is purposeful and productive for all involved.

What do you want to get out of your awayday?

  • What will participants know/be able to do as a result of this session? (e.g. knowledge, skills, confidence)
  • What will people be thinking and feeling as they leave the session?
  • What will people do as a result of taking part?  (e.g. changes in behaviour / actions taken)
  • What objectives or outcomes do you want to share with the group?  Use language which will work well for your audience.  Get group agreement on objectives at the beginning of the session.

Who should attend and what do you want from them?

Deciding what you want to achieve will help you work out who should attend. Typically, such awaydays involve the entire team, aligning with objectives aimed at enhancing team dynamics collectively.

It's essential to plan awaydays well in advance, considering the availability of all invitees, including those with part-time or flexible schedules. If certain staff members are excluded, clarity regarding the rationale is crucial, and arrangements should be made to keep them informed of the outcomes.

  • Getting help from your team: Involving your team in the planning process can be beneficial, especially if you delegate specific activities to them, such as facilitating discussions or problem-solving sessions. Engage team members early on to ensure their participation.
  • Decide how you will record the day’s decisions: Decide on a method for documenting the day's proceedings, opting for a concise record of key outcomes and action points, rather than detailed minutes. Assigning one person to oversee this task can streamline the process.
  • Asking people to prepare: Encourage participants to prepare in advance, particularly for complex topics, by providing reading materials or prompting them to reflect beforehand. This preparation enhances engagement and fosters more productive discussions during the awayday.

Once you've pinned down the date (or at least have some options in mind), it's time to choose the venue. While hosting an awayday at your own premises is an option, venturing elsewhere can encourage team members to shift their focus away from day-to-day tasks.

Ensure you provide clear directions to the venue and arrange access in advance; nobody wants to start the day stranded on the pavement.

Beforehand, it's essential to clarify what's permitted and what's not, as well as what you'll need to bring along. Consider:

  • Is there a projector available for presentations?
  • Do you need to bring your own laptop?
  • Are flipcharts, a stand, and marker pens provided?
  • Can you use blu-tack to affix resources to the wall?
  • Is there a whiteboard available?
  • How and where are refreshments served?

Begin by crafting a session plan, setting clear start and end times while incorporating breaks. Download a template session plan for your convenience, along with various examples you can tailor to your needs.

Template session plan examples include:

Key principles for session planning:

  • Ensure each activity serves a purpose aligned with your session objectives.
  • Initiate with brief activities to prime participants for full engagement.
  • Allocate ample time for reflection and inclusive participation; avoid squeezing significant discussions into tight timeframes.
  • Diversify activities, balancing small group work with plenary sessions, quiet contemplation with interactive problem-solving, and detailed analysis with broad strategic thinking. Monitor room energy and engagement levels periodically.
  • Schedule breaks for recuperation: include one morning break, one afternoon break, and a minimum 30-minute lunch break. Participants should not be tasked during breaks, and refreshments must be provided.
  • Dedicate sufficient time at the session's close to synthesize ideas, determine next steps, and plan follow-up actions.

For further guidance and a plethora of session design ideas, explore the Session Design Toolkit <LINK>, offering valuable insights, tips, and a variety of tools and methodologies.

Facilitating group activities can raise concerns about managing dynamics among participants. Our facilitation tips offer strategies for navigating these situations effectively.

Consider your team's stage of development using Tuckman's Group Development Model: Forming, Storming, Norming, Performing. This model helps anticipate team behaviour based on their developmental phase, aiding in understanding reactions and guiding interventions to progress to the next stage.

If your team is going through a period of change, you might also think about how people respond to change. They may react in surprising ways, as if something personal and traumatic is happening to them. Elizabeth Kubler-Ross's model on grief can illuminate reactions to change, offering insights into varying emotional responses and pacing, enabling better support and intervention.

Ensure all participants have the date noted in their diaries. About a week beforehand, reach out to remind them and aid their preparation. Providing a programme instills a sense of readiness and participation. While not divulging the entire session plan, ensure they're briefed on:

  • The day's purpose (refer to 1. Aims) and anticipated outcomes (refer to 2. Outcomes).
  • Venue details.
  • Start, break, and end times.
  • Any required preparation.
  • Assigned roles, like decision recording, or request volunteers.

Some approach awaydays with little enthusiasm due to past experiences of "all talk, no action" outcomes.

If you've set clear aims, you likely have follow-up outcomes. To maintain momentum, agree on post-session activities. Assign responsibilities and set timelines, finalising details later.

For broader or long-term changes, determine what carries forward to future sessions. Can these be integrated into regular team meetings or require dedicated awayday-style sessions? Addressing these at the session's end gauges group response.

Your planned group activities serve as a platform to foster team confidence and enact necessary changes.

Identify learning and development needs uncovered during the awayday.

Related links

Documents