Understanding the Why Behind Events
Company events serve multiple purposes depending on their format and intent. Social events like holiday parties, summer picnics, or team outings aim to strengthen relationships and boost morale outside the pressure of daily operations. Educational events like training sessions, workshops, or conferences develop skills and knowledge that improve performance. Recognition events like awards ceremonies or appreciation lunches celebrate achievements and reinforce desired behaviors. Each type plays a distinct role in organizational life, and successful companies use a mix of formats throughout the year.
The Shift Work Challenge
The challenge for shift-based businesses lies in ensuring events are accessible to all employees regardless of their schedules. When most of the team works different hours across multiple shifts, finding a time when everyone can attend together becomes nearly impossible. Solutions include hosting multiple sessions of the same event so different shifts can participate, scheduling events during shift changes when staffing overlaps, rotating event timing so different groups can participate across multiple occurrences throughout the year, or recording events for those who can't attend live.
What the Research Says
According to research from the SHRM on developing employee engagement, structured social events in the workplace can improve team cohesion and job satisfaction when executed thoughtfully. The key qualifier is "when executed thoughtfully" because poorly planned events that feel obligatory, exclude significant portions of the workforce, or waste time without providing value can actually harm morale rather than help it.
The Mandatory vs. Optional Question
Mandatory versus optional framing matters significantly for employee perception. Events held during work hours where attendance is expected and employees are paid feel different than events outside work hours where attendance is theoretically voluntary but implicitly expected by management. The clearest approach is paying employees for time spent at work-related events or ensuring participation is genuinely optional for events held during personal time with no negative consequences for not attending.
Budget Realities
Budget considerations shape what's feasible for different businesses. Large corporations might fly employees to resort destinations for multi-day conferences with elaborate productions. Small businesses might gather in the break room for pizza and conversation. Neither approach is inherently better, and what matters is whether the event fits the company's financial reality and provides value relative to its cost.
Planning for Everyone
Planning inclusive events requires thinking through barriers to participation systematically. Events scheduled on religious holidays exclude observant employees of certain faiths. Events at venues with accessibility issues exclude employees with mobility limitations or disabilities. Events focused on alcohol exclude those who don't drink for religious, personal, or health reasons. Events requiring additional costs like travel, specific attire, or childcare create financial barriers for lower-paid hourly workers who may struggle with these expenses.
Virtual and Hybrid Solutions
Virtual or hybrid events emerged as necessities during the COVID-19 pandemic and remain relevant for distributed teams or employees who can't attend in person. While remote participation lacks the energy and spontaneous connection of physical presence, it enables some level of involvement from those who would otherwise be completely excluded due to distance, scheduling conflicts, or personal circumstances.
Finding the Right Cadence
Event frequency varies widely by organization. Some businesses hold events monthly with regular celebrations or recognitions. Others opt for quarterly gatherings that feel more special. Some limit gatherings to once or twice annually for major occasions. The right cadence depends on culture, budget, employee preferences, and practical logistics. More isn't always better, and too many events can feel burdensome rather than enjoyable, particularly when they require time outside regular work hours or create scheduling complexity.
Communication Best Practices
Communication about events should be clear and timely to allow proper planning. Employees need adequate notice to plan attendance, arrange childcare, coordinate transportation, or request schedule changes if needed. Information about what to expect, what to bring, whether family members are welcome, dress code, and logistical details like timing, location, and parking should all be specified upfront to reduce uncertainty and anxiety.
Matching Style to Culture
The tone and formality of company events should match organizational culture for authenticity. A business with casual, friendly culture might organize bowling nights or food truck gatherings that feel natural and comfortable. A more formal organization might host structured dinners or professional development conferences that better fit their style. Mismatch between event style and company culture creates discomfort and disengagement rather than the intended bonding and enjoyment.
Getting Employee Input
Employee input in planning increases buy-in and ensures events actually appeal to the team. Surveys asking what types of activities interest employees, what timing works best given shift schedules, or what format would be most valuable help plan events people actually want to attend rather than what management assumes will be popular. An event committee with representatives from different departments, shifts, roles, and demographics can provide diverse perspectives that create more inclusive events.
Extending the Impact
Follow-up after events extends their impact and shows respect for participants. Sharing photos highlights happy moments and makes participants feel celebrated. Thanking participants acknowledges their time and attendance. Gathering feedback through brief surveys or conversations reveals what worked well and what needs adjustment for future events. This information improves future planning by building on successes and addressing shortcomings.
Adding Meaning Through Service
Some businesses tie events to charitable causes, combining social activity with community service that creates meaning beyond simple entertainment. Volunteering together at a food bank, organizing a donation drive for a local shelter, or participating in a charity walk brings employees together while contributing to causes beyond the organization. These combined-purpose events often create deeper connection and satisfaction than pure social gatherings.
Measuring What Matters
The return on investment for company events isn't always easily quantifiable but remains real. While specific outcomes like reduced turnover or improved engagement scores might be measurable through data analysis, many benefits are softer and harder to capture in metrics: stronger relationships between colleagues who rarely interact during normal work, increased sense of belonging to something larger than just a job, better communication across departments due to personal connections formed, and understanding of colleagues as whole people rather than just role-performers.
