How to Plan a 2-Hour Virtual Team Building Session That Excites Everyone

As remote work continues to dominate the landscape, a staggering 70% of employees feel more connected to their teams during virtual team building sessions. However, planning an engaging 2-hour virtual team building session can be a daunting task. The key is to create an exciting experience that fosters collaboration, communication, and fun, all while being mindful of time and logistics. Here’s how to plan a successful session that excites everyone.

8-12 Weeks Out: Establish Your Goals

Before diving into logistics, it’s essential to define the goals of your virtual team building session. Are you looking to improve communication, boost morale, or encourage team bonding? Setting clear objectives will guide your planning process and help you choose the right activities.

Action Items:

• Identify 2-3 specific goals for the session.
• Communicate these goals to your team to set expectations.

6-8 Weeks Out: Choose the Right Activities

Selecting activities that resonate with your team is crucial. Aim for a mix of engagement levels and energy requirements. Here are some popular virtual team building activities to consider:

| Activity Name | Time Needed | Group Size | Cost per Person | Energy Level | Ideal For | |---------------------------|-------------|------------|------------------|--------------|--------------------------------| | Virtual Escape Room | 1 hour | 6-12 | $25-$35 | High | Problem-solving enthusiasts | | Trivia Challenge | 30 minutes | 10-50 | $15-$20 | Medium | General knowledge lovers | | Online Cooking Class | 1.5 hours | 5-20 | $40-$60 | Medium | Foodies and casual cooks | | Virtual Scavenger Hunt | 1 hour | 5-30 | $10-$15 | High | Active and competitive teams | | Creative Workshop (Art, Music) | 2 hours | 5-15 | $35-$50 | Medium | Creative minds |

Action Items:

• Choose 2-3 activities based on team interests and your goals.
• Send out a survey to gauge preferences.

4-6 Weeks Out: Budget and Logistics

A well-defined budget will ensure you stay on track. Here's a breakdown for a 10-person team participating in a virtual team building session:

• Platform Subscription (Zoom, Teams, etc.): $0-$15/month
• Activity Costs: $200-$600 (depending on activity)
• Facilitator Fee (if applicable): $100-$300
• Materials (if needed): $50-$100

Sample Budget Breakdown (for 10 participants):

| Category | Cost Estimate | Percentage of Total | |-------------------------|----------------|----------------------| | Activities | $400 | 60% | | Platform Subscription | $10 | 2% | | Facilitator Fee | $200 | 30% | | Materials | $50 | 8% | | Total | $660 | 100% |

Action Items:

• Finalize your budget and stick to it.
• Choose a virtual platform that supports your activities.

2-3 Weeks Out: Send Invites and Prepare Teams

Once you have your activities and budget set, it’s time to send out invitations. Make sure to include all necessary details, including the agenda, platform links, and any materials participants need to prepare in advance.

Checklist for Sending Invites:

• Create an engaging invitation with a clear agenda.
• Include links to the virtual platform.
• Share any materials participants should gather beforehand.

Week of the Event: Final Preparations

In the lead-up to your session, confirm all logistics and ensure everything is in place. This includes checking technology, coordinating with facilitators, and preparing any necessary materials.

Risk Mitigation:

• Technical Issues: Test your technology ahead of time. Have a backup plan (like a phone call) for communication.
• Low Engagement: Set clear expectations and encourage participation. You might consider assigning team leaders to facilitate engagement.

Conclusion: Execute and Reflect

On the day of the event, guide your team through the activities while ensuring everyone feels included and engaged. After the session, gather feedback to understand what worked and what could be improved for future sessions.

Action Items:

• Conduct a quick feedback survey after the event.
• Use insights to plan future team building sessions.

By following this structured approach, you can create a memorable 2-hour virtual team building session that excites and engages everyone involved.