Remote and hybrid work are here to stay — but so is the need for real, face-to-face connection.
The question isn’t if you should gather your team in person. It’s how often.
There’s no universal magic number, but here are some practical guidelines to help you decide what rhythm makes sense for your team.
Start with your work rhythms
Look at the natural cycles of your business:
- Quarterly planning or goal-setting
- Product launches or major projects
- Hiring cycles or training seasons
Those turning points are prime candidates for in-person days or off-sites. Many teams find a quarterly in-person rhythm works well: four meaningful gatherings a year instead of constant small ones.
Consider team size and complexity
The larger and more cross-functional your team is, the more valuable periodic face time becomes.
A five-person startup might get by with two in-person meetups a year. A 50-person hybrid team spread across departments may need more frequent touchpoints — even if they’re smaller, role-specific gatherings.
Match the format to the frequency
- Monthly: Shorter, tactical in-person days focused on collaboration and problem-solving.
- Quarterly: Deeper strategy days, training, and relationship-building.
- Annually: A full-company summit, retreat, or celebration.
You don’t need to do all three. Pick one or two cadences and do them well.
Don’t drag people in for what could be an email
In-person time is expensive: travel, time away from home, and opportunity cost. Save it for things that truly benefit from being in the same room:
- Brainstorming and whiteboarding
- Difficult or nuanced conversations
- Team-building and relationship repair
- Training that requires practice and feedback
Status updates and simple announcements should stay online.
Listen to your team
Ask people directly:
- “How often would in-person time be valuable to you?”
- “What types of activities feel worth the trip?”
- “What makes in-person days feel like a good use of your time?”
You might be surprised at how often your team wants to meet — as long as you design the time thoughtfully.
Make each gathering count
If you decide on, say, two in-person days per quarter, protect them fiercely.
- Book a professional space that supports the work you’re doing.
- Build an agenda that balances work and connection.
- Capture decisions and follow-ups clearly.
It’s better to do fewer, higher-impact in-person days than many mediocre ones.
There’s no perfect formula, but a good rule of thumb is this: meet in person as often as needed to build trust and momentum, and no more often than that. When you do get together, choose a space and a plan that makes the most of every hour.