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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Team Building Events Policy

1. Purpose

The purpose of this policy is to outline the principles and procedures for organising and managing team-building events at {{org_field_name}}. These events are designed to enhance collaboration, improve communication, foster staff well-being and strengthen workplace relationships. They are a key element in promoting a positive and supportive working culture that ultimately benefits the people we support.

This policy ensures that team-building activities are planned and managed in accordance with applicable employment, equality and health and safety legislation. Where the planning or operation of an event may affect the provision of the regulated service, {{org_field_name}} will ensure that arrangements continue to comply with applicable Care Quality Commission requirements, including requirements relating to safe care and treatment, good governance and sufficient staffing. Team-building activities must not compromise the safety, welfare, care or support of people using the service.

2. Scope

This policy applies to:

• All employees, volunteers, and agency staff at {{org_field_name}}.
• Managers and supervisors responsible for organising and overseeing team-building activities.
• External facilitators or trainers involved in delivering structured team-building sessions.
• HR and senior leadership in ensuring team-building aligns with staff development goals and business objectives.

3. Related Policies

This policy should be read in conjunction with:

• CH27 – Staff Supervision, Training, and Development Policy to ensure that team-building contributes to staff growth.
• CH28 – Staff Conduct and Code of Ethics Policy to ensure that events uphold professional behaviour.
• CH30 – Equality, Diversity, and Inclusion Policy to ensure inclusivity in all activities​.
• CH23 – Lone Working and Staff Safety Policy to consider safety during offsite events.
• CH16 – Health and Safety at Work Policy to mitigate risks associated with activities​.

4. Principles of Team Building at {{org_field_name}}

Team-building events must be:

• Inclusive and arranged without unlawful discrimination, harassment or victimisation on the basis of any protected characteristic under the Equality Act 2010.
• Planned so that reasonable adjustments are considered and made for disabled employees where the statutory duty to do so applies.
• Conducted in a manner that respects individual dignity, cultural and religious requirements and relevant accessibility needs.
• Managed in accordance with the organisation’s duties to prevent unlawful harassment, including taking reasonable steps to prevent sexual harassment in connection with employment and work-related events.
• Aligned with organisational values, with a focus on collaboration, communication, staff well-being and professional conduct.
• Voluntary unless participation forms an expressly identified and legitimate part of an employee’s duties, training or working arrangements. Staff must not be subjected to detriment, inappropriate pressure or discriminatory treatment because they do not participate in a voluntary event.
• Planned with clear objectives, such as improving teamwork, morale, problem-solving skills or leadership development.
• Arranged so that the attendance of staff does not compromise the safety, welfare or continuity of care of people using the service. Sufficient numbers of suitably qualified, competent, skilled and experienced staff must remain deployed to meet people’s assessed care and support needs.
• Subject to appropriate health and safety assessment and controls.
• Cost-effective and within the organisation’s approved budget.
• Evaluated where appropriate, with relevant learning used to improve future events.

5. Types of Team-Building Events

Team-building activities can take various forms, including but not limited to:

• Workshops and Training Sessions: Activities designed to improve communication, leadership, and problem-solving skills.
• Social Gatherings: Informal team lunches, coffee mornings, or celebratory events to foster social connections.
• Outdoor and Physical Activities: Group walks, charity runs, and adventure activities to promote well-being and fitness.
• Creative and Problem-Solving Activities: Escape rooms, brainstorming sessions, and creative team challenges.
• Community Volunteering: Team participation in charity work or community service.

6. Organising Team-Building Events

6.1 Planning and Approval

• All team-building events organised or endorsed by {{org_field_name}} must be planned in advance and approved by an authorised manager.
• A clear purpose and objective must be identified for each event.
• Before an event proceeds, the organiser must consider the health and safety risks arising from the event and ensure that a suitable and sufficient risk assessment is completed where required. The assessment must address the nature of the activity and the people who may be affected rather than relying solely on whether the event takes place on-site or off-site.
• Identified risks must have appropriate control measures in place before the event takes place. The assessment must be reviewed where there is reason to believe it is no longer valid or where there has been a significant change affecting the risks.
• Where the event takes staff away from the care home or otherwise affects staffing availability, the manager must assess the effect on the regulated service before approving attendance.
• Team-building arrangements must not result in staffing falling below the level or skill mix required to meet the assessed needs, safety and welfare of people using the service. Sufficient numbers of suitably qualified, competent, skilled and experienced staff must remain deployed throughout the relevant period.
• Staff required to remain on duty to maintain safe service provision must not be disadvantaged in relation to access to equivalent development opportunities where the event constitutes training or professional development.
• Budget and procurement requirements must be followed and expenditure must be authorised in accordance with the organisation’s financial procedures.

6.2 Inclusivity and Accessibility

• Team-building activities must be organised in accordance with the Equality Act 2010 and must not unlawfully discriminate against, harass or victimise staff because of a protected characteristic.
• Managers must consider accessibility when selecting the venue, timing, format and activities for an event.
• Where the duty applies, {{org_field_name}} must make reasonable adjustments for disabled employees to remove or reduce substantial disadvantages associated with participation in the event.
• Relevant requirements relating to mobility, communication, sensory needs, dietary requirements, religion or belief, pregnancy and other individual circumstances must be considered where they affect safe and equitable participation.
• Staff must be given an appropriate opportunity to inform the organiser confidentially of relevant adjustment or accessibility requirements.
• Where an employee cannot reasonably participate in a particular activity because of a disability or another legally protected reason, an appropriate alternative must be considered where this is reasonably practicable.
• Staff must not be required or pressured to take part in activities that are unsafe for them or that conflict with an agreed reasonable adjustment.
• Information concerning a person’s disability, health condition or other sensitive personal circumstances must only be shared with those who have a legitimate need to know and must be handled in accordance with the organisation’s data protection and confidentiality requirements.

6.3 Communication and Promotion

• Events must be clearly communicated to all staff through emails, noticeboards, and team meetings.
• Staff input should be encouraged in the selection and design of events.
• Attendance should remain voluntary, ensuring no undue pressure to participate.

7. Health, Safety, and Risk Management

7.1 Risk Assessments

• {{org_field_name}} must ensure that health and safety risks associated with employer-organised team-building events are suitably and sufficiently assessed in accordance with applicable health and safety legislation.
• The risk assessment must be proportionate to the nature of the event and must consider all reasonably foreseeable risks to employees and other persons who may be affected.
• Depending on the event, relevant matters may include:
  • the safety and suitability of the venue;
  • physical or sporting activities;
  • slips, trips and falls;
  • manual handling;
  • transport and travel arrangements;
  • lone working;
  • first aid arrangements;
  • emergency arrangements and emergency contact information;
  • accessibility and individual health or disability-related requirements;
  • food allergies and other relevant dietary safety risks;
  • alcohol, where applicable;
  • environmental or weather-related risks for outdoor activities;
  • risks associated with external activity providers; and
  • any other significant risk arising from the particular activity.
• Appropriate measures must be identified and implemented to eliminate risks where reasonably practicable or otherwise reduce them to an acceptable level.
• Where required by law, the significant findings of the risk assessment and the groups of employees identified as being particularly at risk must be recorded.
• Risk assessments must be reviewed where there is reason to suspect that they are no longer valid or where there has been a significant change in the matters to which they relate.
• Where staff attendance at an event could affect the delivery of regulated care, the manager must also assess and mitigate risks to people using the service, including risks arising from reduced staffing levels, inappropriate skill mix or interruption to care and support. Safe staffing and continuity of care must take priority over attendance at a team-building event.

7.2 Staff Conduct, Harassment and Well-being

• The standards of professional conduct, dignity and respect expected in the workplace continue to apply to work-related team-building events, including events held away from the care home or outside normal working hours where they are connected with employment.
• Unlawful discrimination, harassment, sexual harassment, bullying, victimisation or other inappropriate conduct will not be tolerated at a team-building event.
• {{org_field_name}} will take reasonable steps to prevent sexual harassment of employees in the course of employment, including where risks may arise in connection with work-related social or team-building events.
• When planning an event, the responsible manager must consider reasonably foreseeable risks of sexual harassment and other inappropriate behaviour and put proportionate preventative measures in place. These may include setting clear behavioural expectations, considering the nature and location of the event, identifying appropriate reporting arrangements and ensuring that managers know how to respond to concerns.
• Staff must be informed that expected standards of conduct apply throughout the event and that inappropriate behaviour may be addressed under the organisation’s applicable conduct, grievance, dignity at work or disciplinary procedures.
• Staff must have an appropriate means of reporting discrimination, harassment, sexual harassment, bullying or other inappropriate conduct. A member of staff must not be required to report a concern to a person who is the subject of the concern.
• Any concern raised must be taken seriously, handled promptly and referred through the appropriate organisational procedure. Staff raising concerns must not be subjected to victimisation for doing so.
• Where alcohol is permitted at an event, its availability and consumption must be managed in a way that does not create unacceptable health, safety, safeguarding or conduct risks. Staff who are working, responsible for providing care, required to drive as part of their duties or otherwise undertaking safety-critical responsibilities must comply with the organisation’s applicable alcohol, medicines, driving and fitness-for-work requirements.
• Any immediate risk to a person’s health or safety must be addressed without delay and escalated to the appropriate manager or emergency service where necessary.

7.3 Insurance and Liability

• If an event involves physical activities or travel, staff must be informed of any risks involved.
• The organisation’s insurance policies must cover staff participation in team-building activities.

8. Monitoring and Evaluation

8.1 Staff Feedback

• After each event, staff should be given the opportunity to provide feedback through surveys or discussions.
• Feedback should focus on engagement, enjoyment, and the perceived benefits of the event.

8.2 Measuring Effectiveness

• Management should assess whether the event met its objectives, such as improving teamwork or morale.
• Changes in staff engagement, absenteeism, or workplace relationships can be used as indicators of success.

8.3 Continuous Improvement

• Lessons learned from each event should be documented and used to improve future planning.
• Regular reviews should be conducted to ensure team-building remains relevant, beneficial, and aligned with business needs.

9. Policy Review

This policy will be reviewed annually or when significant organisational, legal, or regulatory changes occur. Updates will be communicated to all staff to ensure continued compliance and effectiveness.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
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