Read: The Power of In-Person Experiences

Think back to one of the most unforgettable experiences you’ve had in the past year. Who were you with? What were you doing? What made it resonate so deeply?

For me, our annual Thoughtium’s Digs Day came right to mind. This is when our whole team volunteers together for the day. The experience had a high impact but it also created the space for us to see each other's strengths in a different way, work on teams we don’t typically work with, and find new approaches to solving problems together.

Whether it was a transformative team offsite, an unforgettable dinner, or simply playing a sport together, those shared experiences spark fresh perspectives, reignite forgotten truths, and inspire hope for what lies ahead.

This magic isn’t limited to our personal experiences, when we look to bring teams together, research shows that in-person experiences matter. A 2023 Gallup study found that onsite employees have shown the highest improvement in engagement, while in-person teams generate 15% to 20% more ideas than their virtual counterparts.

But let’s be real: with distributed teams and global workforces, being together all the time isn’t practical. Add in today’s tech-driven, flexible work world, endless business priorities and economic pressures and it starts to feel like carving out time for meaningful, in-person moments can feel like a luxury—but they shouldn’t be.

In-person experiences don’t just enhance connection—they supercharge creativity and purpose.

The secret sauce of impactful gatherings

The most powerful in-person experiences foster genuine connection, a sense of community, and yes—a bit of disruption. Grift Krehnbrink, our Chief Commercial Officer at Thoughtium, champions this idea, emphasizing that disruption acts as a catalyst for change and when accompanied by actual fun and joy—can create a memorable, lasting experience. According to Josh Weltmen, co-producer of Mad Men and author of Seducing Strangers, disruption creates a neurological rollercoaster: a burst of stress-inducing cortisol followed by dopamine’s calming effect. This emotional journey not only grabs attention but also deepens bonds with those who share the experience.

So, how do we make the most of those rare in-person experiences to maximize their value? Experiences are far more encompassing than events as they incorporate the feelings, emotions, and memories that occur at an event. We can learn a lot by some of the most common pitfalls leaders fall into when trying to bring people together for an in-person experience.

Common pitfalls of in-person experiences

Let’s start by looking a few of the most common pitfalls that we see leaders make regularly when creating an in-person experience. Use this as a time to reflect on upcoming in-person experiences you have. ‍

1. Overloading the Agenda and Roles

Bringing your team together? Don’t try to solve every problem in one session. Packing the schedule with excessive content leaves little room for spontaneous discussion and can lead to participant fatigue, hindering meaningful engagement.

Instead, focus on 1-2 high-impact priorities. Ask yourself:

• What will move the needle most?
• How can I create space for collaboration and buy-in?
• Who will be there and what roles do I need them to play?

By narrowing your focus, you allow for deeper engagement, stronger ownership, and better long-term results. One additional consideration is to focus on what is the environment you are looking to create. Many times leaders strongly focus on the content and not enough time on the environment they are creating.

2. Wasting Time on Things That Could Have Been Done Async

Be ruthless when planning your agenda. If it could be handled in an email or video, save it for another time. Focus your in-person sessions on interactive, high-value discussions that simply can’t happen remotely.

Too often, leaders treat their on-sites as tactical check-ins or endless presentation marathons. But the true value of an onsite lies in creating space for leaders to step back from the day-to-day, wrestle with complex challenges, and align around strategic priorities that drive real impact.‍

3. Trying to Do It All as the Leader

Leaders, this one’s for you: don’t try to lead, facilitate, and participate simultaneously. It’s a recipe for burnout and disengagement. Partner with a facilitator—whether it’s an external expert like Thoughtium or a colleague—to ensure you can stay fully present.

This is also a great opportunity to delegate different portions of the day to other folks. However in doing so, do make sure to coordinate with everyone, consider a quick run through in advance to ensure that content is consistent, timing is realistic, and it is all ultimately driving towards your intended outcomes.

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Best practices for in-person magic

Now that we’ve gone through some of the common pitfalls, let’s look at some of the must-haves when it comes to in-person experiences. ‍

1. Tackle Tough Challenges Together

Use your time together to break through the toughest roadblocks or solve complex problems. Where is your team stuck? What’s holding back progress? Collaborative problem-solving doesn’t just create solutions—it builds stronger relationships and deeper trust.

According to a study done by Envoy, In-person brainstorming sessions generate 15% to 20% more ideas than virtual teams, indicating that face-to-face interactions can significantly boost creativity and innovation.

But remember, this doesn’t mean you solve every challenge. Use time together to brainstorm, create momentum and gain alignment on next steps to keep the ball rolling.‍

2. Balancing Progress with Time for Connection and Recharge

In-person sessions can be intense. Keep a focus on those few key areas that you are committed to making strong progress in. Meanwhile, account for diverse personalities and energy levels by scheduling a mix of focused work and downtime. Rested, recharged teams perform better—period. A great consideration here is to incorporate well being practices in these experiences. ‍

3. Get Out of the Box

Change the setting. Get out of the office (if you can) or your usual routine to spark fresh thinking. Whether it’s a new venue or a unique team activity, a shift in environment can fuel innovation. But don’t stop there: plan for how the ideas and connections forged during this time will carry over into daily work.

In a world dominated by screens and flexibility, in-person experiences are your secret weapon. They create the kind of magic that drives connection, unlocks creativity, and leaves a lasting impact. But magic doesn’t happen by accident—it’s crafted through intentional design, clear priorities, and thoughtful follow-through.

When you embrace the power of face-to-face interactions, you’re not just creating memorable moments. You’re building stronger teams, sparking innovation, and shaping a future that’s as collaborative as it is successful. The investment is worth it. Because at the end of the day, those moments aren’t just nice-to-haves—they’re game changers.