Have you ever received the schedule for an event and desperately searched for breaks and free time to find tiny slots between after lunch and another one from 4:30 pm to 4:45 pm? Have you ever tried to relax or focus in a busy, cluttered space with a 3-page-long to-do list waiting for you?
The same happens when you expect your team to "bond and relax" with a busy schedule. You need white spaces to think, plan, write, research, read, or just be.
Planning a retreat always starts the same way. There is the theory (Let's take some time to bond in nature) and the reality that quickly kicks in (leadership also wants us to address this list of 10 topics while we are in person).
Reconciling the two is typically what consumes the majority of the planning time.
We get it. It's tempting to build the agenda with sessions, updates, workshops, and everything that seems necessary when you are finally all meeting in person. You've also religiously read everything there is to know about hosting a successful team retreat. You understand the importance of having a proper opening, welcoming, onboarding process, team-building activities, and time for long meals, as well as an adequate closing before departure. However, when you are away for just about three or four days, that limits the realms of possibilities.
So what goes? Usually, the free time. The breaks get shorter, moved around, or skipped altogether to make way for more essential content.
However, that is not the only reason we fill our schedules to the brim.
As humans, we tend to fear the unknown, but did you know there was such a thing as a fear of boredom? It is called thaasophobia. We fear having our minds free to wander into areas we would rather they did not go.
We want to stay occupied, entertained, busy, and productive. Pick your poison. Plus, in our overachieving, hyperconnected world, it sounds good to be busy.
In the context of team retreats, we often fear a loss of momentum,
However, at the end of the day, what we achieve is often the opposite of what we wanted to do in the first place: pause, reflect, bond.
Because you are spending a considerable budget on this gathering, you are tempted to "maximize" that time spent away from the office. While it is an understandable thought, it could sabotage the whole point. It is not really understood. Team retreats are not workations, hackathons, or cramming sessions (unless that's specifically your goal, of course - but even then, you should not pack your agenda to the brim). A team retreat is a way to bring your team members closer together, show them you care, and enhance communication and creativity, among other benefits.
We have done extensive research in the area of team retreats. We have yet to come on real data showing a correlation between a packed schedule and a strong team retreat ROI. If anything, it usually means an exhausted team that needs days off to recover post-retreat, a key time when you should be trying to keep the flame alive... all they might want to do then is rest.
White space is a term usually used in design to refer to the area intentionally left empty. It is used to enhance and create balance, bringing the entire design together. It's subtle and not always noticeable until it's gone, and everything feels overwhelming, just like during a team-building retreat. It is vital!
Free time is not just the moment for people to use the restroom or check their phones. Well, it is if all you give them is a 5-minute break. However, true and meaningful unscheduled time allows for reflection, connection, and exploration.
Individual reflections on what has just been shared in a session, connections with team members they might never otherwise work with, and exploration of the nooks and crannies of the venue that might spark ideas and creativity or be a beautiful spot to rest their minds until the next workshop. It is never wasted time.
We've all heard (and probably experienced) a version of that theory. Crucial social interactions and conversations happen in random places during unstructured and "unproductive" times: water cooler, coffee machine, waiting in line for your food at the cafeteria, in the elevator...
The truth is, we can love remote and hybrid work all we want (we do), but it has taken away the water cooler moments. And so, what was once a serendipitous occurrence now needs to be engineered. That is the job of the retreat planner.
That being said, "not being afraid of white spaces" does not mean leaving it all to the serendipity gods. The best structure is the one that is invisible.
Three is a magic number, especially when it comes to communication and planning. The brain seems to understand things more easily in threes. So here is our rule: try not to plan more than three things a day (excluding meals):
Once you put it down in the agenda, you will notice that it is already plenty. The rest can be and should be free time.
Save time by sending out written operational or financial updates in advance for everything that is not "in-person" essential. That way, you prioritize deep conversations, creative problem-solving, and genuine team bonding.
Use white spaces to engage your team in the process: have polls or ask your team's opinion on the agenda, how much free time they want or need, and even if they would like to host something during a session. You might be surprised!
Very often, the most memorable moments occur outside the planned sessions. Trust the process and trust your team to make the best out of these white spaces.
Beyond the metaphorical "room" in the agenda, consider areas at your venue that could accommodate "unscheduled play time, conversations and creativity". Have some props ready without any guidelines, such as a freebie, a board game, and a few books, and see what grabs people's attention. And as always, learn and build on what you observe for next time.
Don't think of white space as what you are leaving out; think of it as what is being allowed in. So, next time you plan a retreat, dare to leave some "holes" in your agenda. Embrace the power of white spaces and watch the magic unfold.
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