Best Practices for Mixing Business and Team-Building Activities on Trips

A business trip that brings multiple team members to the same location is a significant investment of company resources. While the primary purpose is always to achieve a specific business objective, whether it's a client pitch, a conference, or a project kickoff, there is a powerful secondary opportunity that is often missed: the chance for meaningful team building. By strategically mixing business with well-planned team-building activities, you can transform a standard business trip into a multi-faceted experience that not only delivers on its commercial goals but also builds a stronger, more collaborative, and more connected team.

However, achieving this balance requires a thoughtful and intentional approach. Simply adding a "team dinner" to the end of a packed agenda is not a strategy. An effective blended trip requires careful planning to ensure that both the work and the team-building components are given the space to be successful. This guide provides a comprehensive set of best practices for how to effectively mix business and team-building activities on your next team trip.

1. Plan with a Dual-Objective Mindset

From the very start of the planning process, you must think of the trip as having two distinct but equally important goals.

Define the Business Objective: What is the non-negotiable business outcome you need to achieve? (e.g., "Deliver a successful Q3 business review to our most important client.")
Define the Team-Building Objective: What is the specific cultural or team-dynamic goal you want to achieve? (e.g., "Improve the working relationship between the new sales lead and the senior account manager," or "Integrate the junior engineer into the project team.") Having both objectives clearly defined allows you to design an itinerary that serves both, rather than having one overshadow the other. The benefits of combining business travel and team building are numerous when this is done correctly.

2. Design a Balanced Itinerary

The key to a successful blended trip is a balanced agenda that allocates specific time for both work and connection. Do not try to squeeze team building into the margins; make it a formal part of the schedule.

Structure the Work Time: The business portions of the trip should be focused and efficient. Have a clear agenda for meetings and ensure that everyone knows their role.
Protect the Team-Building Time: Formally block out time on the shared itinerary for the team-building activity. This signals to the team that it is a priority and prevents that time from being encroached upon by last-minute meeting requests.
Example of a Balanced Day:
- Morning (9 AM - 1 PM): Client meetings and focused work sessions.
- Lunch (1 PM - 2 PM): A planned team lunch at a casual local restaurant.
- Afternoon (2 PM - 5 PM): A structured team-building activity (e.g., a city tour, a collaborative workshop).
- Evening: Free time for individuals to decompress, followed by an optional team dinner. This structure ensures that the business objectives are met while still creating ample opportunity for team connection. Our guide on balancing work and fun provides more detail on this concept.

3. Choose the Right Activity for the Context

The type of team-building activity you choose should be appropriate for the trip's context, your team's energy levels, and the location.

Keep it Relevant and Low-Pressure: The primary purpose of the trip is business, so the team-building activity should not be overly time-consuming or physically demanding. A 2-3 hour activity is often ideal.
Leverage the Destination: Use the location to your advantage. If you are in a city known for its history, a guided walking tour can be a great, low-key activity. If you are in a city with a great food scene, a food tour or a cooking class can be a fantastic shared experience.
Match the Activity to the Objective: If your goal is to spark creativity, consider a visit to a local art museum or a creative workshop. If the goal is to improve communication, an activity like an escape room can be highly effective. We have a full list of creative team outing ideas that can be adapted for a business trip.

4. Communicate with Clarity and Purpose

For a blended trip to be successful, the team needs to understand the "why" behind the structure.

Set Clear Expectations: In the pre-trip briefing, the team leader should clearly communicate both the business goals and the team-building goals. Frame the team-building component not as "mandatory fun," but as a strategic part of the trip designed to help the team work better together.
Provide a Unified Itinerary: All team members should receive a single, clear itinerary that includes the schedule for all business meetings, team activities, and free time. A mobile app from your travel management platform is the best way to deliver this and to push out any real-time updates.

5. Streamline the Logistics to Minimize Friction

A frustrating travel experience can quickly sour team dynamics. The logistics must be seamless.

Use a Centralized Travel Platform: Managing the travel for a group is complex. Using a group travel management platform is essential. It allows a planner to set a clear policy and budget for the trip and then either book for the group or empower team members to book their own travel within those guardrails.
Stay Together: Whenever possible, have the team stay at the same hotel. This simplifies morning logistics and provides a natural hub for informal get-togethers. A good travel platform can be configured to designate a "preferred" hotel for the trip.
Centralize Payments: Eliminate the stress and administrative burden of out-of-pocket expenses. Use a travel platform with centralized payment capabilities to cover the cost of flights and hotels directly. This allows the team to focus on their objectives, not on collecting receipts for reimbursement.

6. The Leader's Role as Facilitator

The team leader's attitude and behavior are critical to the success of a blended trip.

Be an Active Participant: The leader must participate enthusiastically in both the business meetings and the team-building activities. This signals that the company values both productivity and connection.
Facilitate, Don't Force: The leader's role during social time is to be a facilitator. They can spark conversations, ensure that everyone feels included, and create a positive, relaxed atmosphere. The role of leadership in a successful team travel experience is to create the right environment for connection to happen organically.

By thoughtfully integrating team-building activities into your business travel, you can multiply the value of every trip. You not only achieve your immediate business goals but also make a strategic investment in building a more collaborative, engaged, and high-performing team.

Frequently Asked Questions (FAQ)

1. How much time should we dedicate to team-building on a business trip? This depends on the length and purpose of the trip. For a typical 3-day trip, dedicating one afternoon or one evening to a planned team activity is a good balance. It is important not to overschedule, as travelers also need personal downtime.

2. How do we get buy-in from senior leadership to add "fun" activities to a business trip? You must frame it in terms of ROI. The incremental cost of adding a team dinner or a short activity to a trip where the major costs (airfare and hotels) are already being spent is very low. The return, in the form of improved team collaboration, communication, and morale, has a direct positive impact on productivity and business outcomes.

3. What if some team members don't want to participate in the team-building activity? It is important to communicate that the planned team activities are considered a part of the work itinerary. However, you can also build in flexibility. If the activity is a high-energy sport, ensure there is an alternative, less physical option for those who may not be able or willing to participate. Making evening social events optional can also give people the flexibility they need.

4. How does this concept apply to a trip for an industry conference? A conference is a perfect opportunity for a blended trip. The schedule is often less rigid than a client-facing trip. You can plan a team dinner on the first night to align on goals for the conference. You can also plan a fun activity on the final afternoon, after the conference sessions have ended, as a way to decompress and share learnings before everyone heads home.

5. How can a travel management platform help with planning a blended trip? A modern travel platform is a critical tool. It can help you create a specific travel policy and budget for the trip. It provides a central dashboard to see everyone's itinerary in one place, which is essential for coordination. Most importantly, by streamlining the booking and payment logistics, it removes the administrative friction that can cause stress and detract from the team-building goals of the trip.