Having an activity and social events committee in the workplace enables employees to create a fun atmosphere in the office while fostering relationships with colleagues. Creating such an atmosphere will increase employee effectiveness and their productivity level. This article will discuss steps on how to operate an activity and social events committee at work.
Where to begin the process
1. Establish the parameters
The first step begins with evaluating the situation. If management has asked you to assemble such a committee, check with them first regarding any stipulations they have laid out. If you have approached them with the idea, you will need to first confirm that creating such a committee meets with their approval. Once you have the green light, you can begin to create a mission statement for the committee detailing the exact purpose. After that has been completed, you can then ascertain the number of committee members you will have on the team and what each individual's specific job will be. If these parameters are not well established in the beginning, you will have a more difficult time of managing the committee and getting anything accomplished. It is best to work with someone from management, perhaps in the HR Department, while you are discerning the particulars of this beginning stage.
2. Find your team members
Now you need to find all of the team members. Send out a company-wide email or post notices in the lunch room advertising the fact that a new activity and social events committee is being formed. Once you start to receive responses, meet with each person individually as time permits. Depending on what management allows, you may have to meet before or after work or during lunch breaks. Seek out employees who represent a wide range of individuals in the office. You don't want to only work with people of the same personality type. Remember that the goal of your committee is to provide fun and engaging social activities for everyone in the workplace, not just a select few. In general, you will need the following committee positions filled.
- Chairperson, President, Party Chair or Event Chair
- Vice President
- Specific Event Planner
- A specified number of ordinary members
3. Organise the committee
During the applicant review period, you will have advised the confirmed applicants when and where the first committee meeting is being held. During this first meeting there will be many details to discuss so it is best to come prepared with a meeting agenda. This article shares tips on how to prepare a meeting agenda. Some of the points that will need to be addressed are listed below.
- Explain the previously established parameters, goals and mission statement.
- Nominate and confirm who will be named as the senior committee members. Since you are the administrator of the committee, you should be named as the conveyor of positions in regard to the nominations. However, when the committee votes, you can be the deciding vote for contested positions.
- Discuss the setting up of a bank account and who will be named as holders. Generally, the treasurer and one other committee member are named.
- Explore committee funding options for various activities. For example, you need to ascertain the procedure for how employees will pay for the social activities and events.
- The first social activity should also be planned during this meeting. You may want to keep the first event a simple one in regard to the planning process.
- Close out the meet after the secretary has given a quick recap of the assigned tasks and the topics discussed. Schedule the next meeting date as well, before the first event is scheduled to occur.
4. Hold the follow-up meeting
During this follow-up meeting, you will need another agenda in order to continually keep the discussion on track. A committee that wastes time on off-topic conversations usually does not successfully accomplish anything. As the administrator, call the meeting to order and follow-up with each member who had a task to complete. Finalize all the details for the first social event and brainstorm about new ideas and future activities.
Resources for planning social events at work
There are many ideas for different types of social events you can plan for the workplace. If your committee needs some assistance with brainstorming activities, check out the following list of online resources.
- Christina Hamlett wrote an article in the Small Business Chronicle regarding ideas for social activities in the workplace such as hosting a talent show, playing board games or having an alternative dress day.
- IdeasHelper.com has a listing of ideas for workplace social events like encouraging social meeting by hosting a theme party.
Operating an activity and social events committee can be an exciting experience as you work together with colleagues to make the atmosphere fun and inviting. To begin the process, you need to establish the parameters for the committee and define your goals. Once you have confirmed your team members, you can organize the committee and start planning.