There is more to this post than just the current prevalence of “Boxing Week in July” sales. As with most of my posts, although rooted in the retail sector, the application of the content of this post is “tools everyone can use,” regardless of the type of organization.
Whether your organization has a Christmas Party, a mid-summer Barbeque, or a company-wide retreat, the actual name, and timing of the gathering matters less than recognizing the importance and benefits of having an “off-the-clock” staff get-together.
For small organizations the planning and execution will be much simpler; however, whether for a group of ten people or a hundred, the essential steps and questions are still the same.
Why bother? There are plenty of organizations that do not have a seasonal party for their people. They may cite the substantial costs of booking a venue, food, alcohol, potential liability, and time as reasons to avoid the headaches of this type of non-operational event. There are arguments to substantiate all of these concerns; however, leaders appreciate any organization is comprised of people and people respond to gratitude, culture, and a sense of belonging. In addition, the time and resources allocated to building your “team;” in my opinion, are more than offset by increased staff retention, stronger morale, and the belief a team of people is much stronger than a group of individuals.
Successful organizations thrive on strong relationships. Public methods of showing gratitude and breaking down the mystique of organizational hierarchy are key elements to strengthening relationships. In addition, key people often work many extra hours, and having a team function is a great way to recognize and reward their commitment.
What to do? Making the decision to have a staff event is just the beginning. Deciding what to do and how to do it is what takes time. I suggest having fun with the “what,” being creative, asking opinions, and building the “what” through your people’s ideas.
Who should come? Who is invited depends on what kind of event is planned. Obliviously your people need to be invited; however, If the purpose of the event is to express gratitude for your people’s hard work, then planning on inviting their partners is important. Consider for a staff Christmas Party adding their children to the invitee list. Your people may work for your organization but thanking them and their families is important as work shapes and constrains so much of their lives. Additionally consider inviting close suppliers or a handful of supportive organizations that are essential to your success. Welcoming retirees is also a great way to connect your organization’s past with its future.
Where? The choices are endless. Private is nice but not necessary, many small organizations can meet in a local restaurant, and larger groups can rent a space or clear part of their workspace; wherever you meet ensure it is safe, accessible, and large enough. Appreciate options will decrease based on your lead time, perhaps the most important reason for starting to plan at least six months out, sometimes twelve months.
How to make things happen. Start planning early. If you are just starting to plan this year’s Christmas party, July may already be too late for booking some venues. Additionally, people in small and medium-sized organizations wear many hats and time is always in short supply, so planning sooner is always better, particularly at Christmas time. Create a checklist and involve your people in the process. Looking at lessons learned from previous events is always very helpful.
Solving the “How” – Decide on the theme and purpose? Ask for ideas and volunteers to make suggestions and help with the planning and execution of the event. Encourage and support innovative thinking, perhaps a Christmas party in July might be less stressful and just as appreciated as one in December.
Set a budget. How much is the organization paying? Will any of your suppliers help with the cost, provide door prizes, or in-kind support?
Form a staff committee to plan and organize the event in conjunction with senior leadership.
Book the venue as well as obtain all of the necessary logistical details such as catering, liquor licensing, etc.
When it comes to the details listen to your associates. Have the committee select a Master(s) of Ceremonies, even for a small group. Figure out where the opportunities and headaches might be as part of the planning.
If alcohol is included in your plans, ensure servers have the equivalent of Ontario’s Smart Serve and that alternative ride services are provided for anyone who has consumed too much cheer.
Have fun themes and various activities for the group, this can be done in lots of ways, from holding ugly sweater contests, having a Santa, gifts for children, games, and things like karaoke can be fun as well.
Use part of the event to present awards and recognize people and departments. Welcome new people to the team. Present awards for anniversaries such as 5, 10, 15, etc. with a few words for each person. Recognize unsung heroes who aren’t always celebrated.
Some Tips to remember –
Gatherings should be fun. Social work events are not for discussing work. Encourage managers and leaders to learn about what your people do besides working, be interested, and discover who they are for the sixteen hours a day they are not working.
Encourage everyone to attend. One hundred percent attendance is virtually impossible, but try for as many as possible, and make personal appeals to maximize the number of people who can participate.
Choose themes that show appreciation for the work your people do throughout the year.
If a meal is part of your event, then consider having your managers and supervisors serve your people. If the meal is served, try to ensure your managers go last, after everyone else is served. Consider ways as well to break up the standard cliques that exist in every organization and have assigned seating to foster new connections. Plan on “ice-breaking” games to facilitate conversations and expand comfort zones.
As part of the event, the senior leadership should thank everyone, their people, and their spouses. Whatever is said, however, should be short and positive. Plan for the master of ceremony to ensure “celebration time” is the focus and talking time is kept short.
Don’t forget to publicly thank everyone who planned and executed the event, including the staff of the location hosting your event.
Christmas Cards – To some these are an obsolete token of the past, to others actual cards where someone has taken the time to include a handwritten, heartfelt, person-centered thank you or comment is valued and appreciated. Similarly, Christmas Cards for key vendors or suppliers should also be tailored and unique, thanking them for their relationship and how important they are to your organization’s success.
Christmas Bonuses/Annual Bonuses – If anyone has not seen National Lampoon’s Christmas Vacation, please watch it as soon as possible. I believe when organizations do well, some portion should be shared with the people whose daily work makes success possible.
Request and plan on your leaders staying until the end of the event. Leaders should interact with everyone present, ensuring nobody is missed, and resolving any issues that may occur.
Plan on someone drinking too much or smoking too much weed. Some people have difficulty with these substances and when planning an event, it is important to recognize and plan to provide assistance for anyone who requires it.
Build acknowledgment that wealth and equality are not universal givens in our country. Using a staff event to celebrate your people is incredibly important. It is also important to recognize and help those people in our community that are struggling and failing. Consider, asking attendees to one or more of the following:
To consider signing a letter to their local politicians asking for their support to invest in affordable housing. In many communities, the leading cause of poverty is that there is not sufficient affordable housing for everyone. Spending more than 30-40% of family incomes on housing leads to food insecurity and many other forms of poverty.
Making a small financial donation to the charitable organization in your community that supports children. Instead of an unwrapped toy, a cash donation is much more appreciated so parents can choose toys for their children.
To make a small financial donation to a local food bank or meal program. While actual food donations have been the tradition, many food organizations struggle with too much of one thing and not enough of others, a small cash donation will allow them to focus their buying power on what they need.
These suggestions could be done instead of a gift exchange. Considering how divergent your people are in terms of income placing unnecessary expectations and strain on your people make contributions to people not attending your event. Donations are much easier to scale without any of the discomfort gift exchanges can create.
Finally, another possibility is to bring any old, but still wearable coats, mitts, and boots for people of all ages for donations to community shelters for women, families, or people experiencing homelessness. Please keep in mind, to consider who is to receive these donations, a pair of 5-inch stilettos may be donated in a well-meaning way but may not be particularly appropriate.
Christmas parties or annual staff parties should be fun and relaxing for everyone including the organizers. Whether you call it by that name or something else, they are great opportunities to celebrate and build culture, if nothing else it is a great opportunity for everyone to have a good time and enjoy each other’s company. Done genuinely, they can foster connectivity and connectivity between all members of your team. Use and share what you think is helpful and remember if you decide to hold your event in July, start planning at least in January.
Good luck,
Paul.