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Bringing a remote team together: how often and how long?

· By BookWorkations editors

Laptop and desk lamp on a work table
Photo: Tatiana Lapina · CC0

A team that works mostly remotely does not come together by itself. There is no coffee machine to linger at and no lunch where someone asks a question in passing. Many teams still benefit from meeting in person. But how often should that happen, and how long should it take? Below is a workable rhythm that you can adapt to your own team.

Why in-person time matters more for remote teams

In an office, relationships form in small moments: a chat on the way to the kitchen, a question asked across a table. Remote work removes most of those moments, so contact has to be planned. Meeting in person makes it easier to build trust, to talk about things that are hard to raise in a video call and to make decisions faster afterwards.

In-person time is not a replacement for good online routines. It works best as an addition: the online rhythm keeps work moving, and the meetings on location give people the chance to know each other.

A rhythm you can start with

There is no fixed norm, but this layered rhythm is a good starting point. Adjust the frequency once you see what your team needs.

  • Weekly: a short online check-in of 15 to 30 minutes, focused on work and people. End with one light question, such as something that made you laugh this week.
  • Monthly: an online hour with room for a shared topic, or a short story from someone in the team.
  • Every quarter, or twice a year: a meeting on location of half a day or a full day, with a clear goal and a shared lunch or dinner.
  • Yearly: a longer gathering of two to three days, with an overnight stay, for strategy and for building trust.

How long should an in-person meeting last?

A half day is enough for one question or for getting to know new team members. A full day leaves room for real work and a shared meal. Two or three days, with an overnight stay, make sense when you also want to build trust and work on strategy.

Count the travel time as well. A meeting of half a day that costs several hours of travel for each person rarely feels worth it. Where you can, choose a location that is reasonably close for most of the team, and rotate the location so the travel does not always fall on the same people.

What to plan during a meeting on location

A useful structure for a meeting of one or more days:

  • Opening: the goal of the meeting and what the team should leave with.
  • Work: one or two sessions on decisions or plans, with clear owners.
  • Connection: an activity or a shared meal that gives people a reason to talk about something other than work.
  • Closing: agreements, owners and the date of the next meeting, so the energy does not fade on the way home.

Make room for people who cannot come

Not everyone can join every in-person meeting. Some people have care responsibilities, health reasons or long journeys, and some simply live far away. Do not ask for reasons. A no does not need to be justified.

Offer a hybrid option where you can, with a clear way for remote participants to join and speak. Share notes and decisions afterwards, so that everyone has the same information. Plan the meetings at times that are reasonable for people with children or other commitments.

Find a place that suits the team

For a meeting of two or three days, look for a place with a room for group work, enough bedrooms and a space for a shared meal. On BookWorkations you can find venues for teams, and the team workation and company retreat pages describe what those kinds of gatherings look like.

Frequently asked questions

How often should a remote team meet in person?

There is no set norm. Start with one meeting on location a year, and add one or two shorter ones if the team needs them. After a few months, check whether the rhythm works for the team and for the budget.

What if not everyone can travel?

Make the meeting hybrid where possible, and ask who can come without asking for reasons. Rotate the location, so that the travel is not always heavy for the same people.

Is an online team day a good alternative?

For work sessions, often yes. For building trust, less so. Online sessions work well for a shared topic or a short round. For real getting-to-know-each-other and informal moments, time together on location usually helps more.

How can I keep a meeting on location affordable?

Choose a location outside the busiest periods, plan on a quieter day, and ask each venue for a price per person. A shorter programme with fewer nights is often cheaper than it first seems.