Team/Project Meetups

Every year the whole company comes together at the annual Human Made retreat. But what if you want to get together at other times of the year? In some circumstances, you can arrange a meetup to work on a project.

Examples of things you might organise a meetup for:

  • to kick off a new project or initiative
  • to have a sprint
  • to get some focused work done together as a team
  • to learn together (e.g. peer coding/running internal workshops)
  • to work on a meta-project

Anyone at Human Made can initiate a meetup. However, there is some planning you need to do before getting the final go-ahead:

  1. 🔒 Prepare a meetup budget
  2. Ensure the reasons for meeting up justify the money being spent (tip: the higher the cost, the more compelling the reason for the meetup needs to be)
  3. 🔒 Post to the meetup P2 with your budget, a list of reasons for meeting up, and a list of benefits to the company
  4. Once the meetup is confirmed make sure you let the rest of the company know by posting the dates, plan for what you’re hoping to achieve and what people should expect in terms of your availability, to the updates H2.

Everyone is encouraged to discuss any potential meetups. Final signoff will be made by Tom.

For meetups costing more than £3,000, the budget will need to be approved three months before the meetup. This is to ensure that it can be taken into account when doing financial forecasts.

Note that planning and organising a meetup is the responsibility of the team meeting up. You should not rely on anyone on the admin team to do any major planning or research for you (this includes researching flights and accommodation, booking restaurants and arranging shopping, or budget planning). If you do need a credit card to make bookings someone on the admin team can provide you with details.

Tips for preparing your meetup

Here are some things to think about when planning your meetup:

  • create a Slack room where people attending the meetup can discuss it
  • plan to go somewhere that is cost-effective for the entire team in total
  • look at Airbnb, Home Away, and other holiday rental sites for houses and apartments
  • make sure you are aware of your team’s dietary requirements
  • put together a schedule to ensure you make the best use of your time
  • plan some downtime so that you can relax together as well as work
  • research wifi capability at your venue before you book anything

Also, when proposing your meetup, be aware of how travel affects different members of the team. Some team members find it difficult to travel because they have families or caring responsibilities, others might dislike flying or travelling by water, others might simply not like travelling at all.

After your meetup

Once your meetup is over, you should 🔒 post to the meetups P2 with a meetup repost. Things that you can put in your report include:

  • A narrative detailing the event
  • Any meeting notes
  • Any significant decisions you made
  • Photographs
  • A list of outcome
  • Your final budget