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Untitled

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Aug 24, 2024 2:43 PM

• Why team on-sites are important?
• How often should teams meet in person?
• What is the length for team on-sites and does it include any team events?
• When should we start planning for an on-site?
• What if I am a one person team?
• Are team on-sites just for fun?
• Can I bring my family or partner to the team on-site?
• Dress Code
• Approval Process
• If Team Retreat is approved…

Why team on-sites are important?

In a fully remote team, the opportunities for regular face-to-face interactions and informal conversations, which foster relationships, trust, and a sense of belonging, are missing. Therefore, Filmhub encourages each team to meet in person regularly.

How often should teams meet in person?

Filmhub recommends that each team meets quarterly or semi-annually.

What is the length for team on-sites and does it include any team events?

Given that in-person team on-sites incur significant expenses for the company, it is important to maximize productive time and minimize disruptions caused by travel. Therefore, our guidelines are as follows:

• Team on-sites take place from Sunday Evening Dinner (generally 7-8pm) until Friday late afternoon (5 pm)
• Arrival should be scheduled for Sunday by 7pm to make the team dinner kickoff on Sunday!
• Departure should be scheduled for late Friday night or early Saturday
• This ensures that the entire team can work productively for a normal week
• If the team on-site location is too small with not enough dedicated working space, we will arrange a conference room or co-working space for the team to work in
• Each team on-site includes one fun local team-bonding event, such as a food tour etc.

When should we start planning for an on-site?

• Dates and location should be confirmed and finalized two months out

What if I am a one person team?

We understand that some team members are not part of a bigger team but work cross-functionally with others. Therefore, we suggest the following team groupings:

• Product & Engineering
• Ops Content & Ops Channels
• Sales Acquisitions, Sales Licensing, Ops Recommender, Ops Revenue and Marketing

By having team retreats together, these people can build better relationships and improve their collaboration across different functions, which will ultimately help the organization succeed.

Are team on-sites just for fun?

While it’s important to make the most of the time spent working together, it’s also essential to incorporate team-building activities and create an enjoyable atmosphere to foster stronger relationships among team members.

We generally recommend about 80%+ of your work be normal day-to-day work you would be doing. Sometimes, special projects/rollouts are best done in person as well.

Every team on site should have a fun cultural activity, generally in the afternoons, for the team to learn and experience the area! Our team and filmmakers are in 100+ countries, and we must learn the culture everywhere we go!

Can I bring my family or partner to the team on-site?

• You are welcome to extend your stay before or after the team on-site and bring your family/partner to this extended time, but the week of the on-site should be solely dedicated to Filmhub-related projects
• Why can’t I bring my partner/family during the on-site?
• Company investment: Team on-sites represent a significant monetary investment. Our goal is to optimize these costs by ensuring highly productive outcomes.
• Remote Work Flexibility: As a fully remote company, we allow team members to work from home on a flexible schedule to spend more time with their families. Our on-sites offer a unique in-person opportunity for focused collaboration. However, including family and children would distract from our goal of intensive work and team building.
• Focus on Goals: On-site meetings are for team bonding and idea sharing. If family and kids come, team members might get distracted. They might have to look after their family or keep their kids busy. It may also distract other team members from their work.
• Balancing Roles: During on-site visits, team members may struggle to balance their job duties and family care. This can cause additional stress and make it hard to fully engage at work.
• Inequality Among Team members: Some team members don’t have families or kids to bring to the on-sites. If only some can bring their families, others might feel left out or treated unfairly.
• Risk Management: Some retreat places or activities might be unsafe for children. We need to make sure everyone is safe, including family members. This adds extra responsibility and possible risks for the company.

Dress Code

• Our dress code for internal team on-sites is casual (wear what makes you comfortable). No need to dress up :-)

Approval Process

Each team retreat needs to be approved by our CEO. Please fill out the template in the database below and ping @Untitled for approval.

If Team Retreat is approved…

… then the planning begins. For travel arrangements, reach out to @Untitled and @Untitled. They will use our Brex points to book your flights (to keep the overall costs low). If no. ore points are available, they will ask you to book your flights via Navan. Please use the template in the 🤩Team On-Site Database. This helps us keep everything organized.