Many of the most productive conversations in the office don't happen in the meeting room, but on the way there. Outdoor meeting spots formalize this effect: they turn the outdoor space into a workspace on equal footing – with a table, a bench, and, where needed, a power outlet.
What works outside that doesn't work indoors?
Fresh air, daylight, and movement change the conversation: walking makes people think more creatively – in experiments at Stanford University, participants came up with considerably more ideas while walking than while sitting (Oppezzo & Schwartz, 2014). Creative meetings, feedback conversations, and relaxed 1:1s benefit the most: hierarchy feels flatter outside, the mood is more relaxed, the conversation more open. At the same time, an outdoor meeting sends a strong signal: we're taking the time – and we're going outside because it's good for us.
How do spontaneous plans become fixed locations?
The difference between a one-off outdoor meeting attempt and an established outdoor meeting culture lies in the infrastructure. A sturdy table with a bench, optional shade, and ideally access to a power outlet turns a good idea into a real workspace. Offering the outdoor area as a room option in the calendar – 'Terrace spot' alongside 'Meeting Room 2' – removes the last hurdle. A good complement is the best practice Walk & Talk: The Meeting on the Move.
How do you put the measure in place?
- 1Check two or three suitable outdoor areas: assess shade, noise level, Wi-Fi range and proximity to the building.
- 2Procure and set up the equipment: weatherproof table, benches, a covered corner and at least one weather-protected outdoor socket.
- 3Clarify upkeep with facility management: cleaning, handling the parasol in wind and rain protection for the furniture.
- 4Present the outdoor spots to the team and explain that they are not booked: first come, first served.
- 5Ask managers to deliberately move at least one regular team meeting outside over the next two weeks – setting an example.
- 6Establish fixed “outdoor formats”, such as a start-of-week round or one-to-one conversations as a walk-and-talk at the outdoor spot.
- 7Make the weather check a routine: recommend early slots in the heat, and move automatically to the covered area when it rains.
- 8Follow up briefly every two weeks on whether the spots are used, and fix hurdles such as missing shade or weak Wi-Fi.
- 9Evaluate the booking numbers of the outdoor spots and compare them with the team feedback.
- 10Use a short survey to find out whether the meetings outside were experienced as more productive and more pleasant.
- 11Decide whether to upgrade for the next season – for example heat lamps for the transition period or a second spot.
What do you need for it?
- Effort
- half a day
- Cost
- under €100
- Duration
- Seasonal
- Setup
- 120 min
- ✓ Low cost
- ✓ Visible
- ✓ Creativity boost
Tax and health insurance: what is possible
Employer health benefits can be tax-free under § 3 no. 34 of the German Income Tax Act (EStG) up to €600 per employee per year — if they are provided in addition to the salary already owed and are either certified (§ 20 SGB V) or implemented within the company's health promotion process. Gym memberships and corporate fitness are not covered. For ZPP-certified courses (e.g. from Upfit), German statutory health insurers can reimburse all or part of the course fee to their insured members — then only the amount exceeding that reimbursement is tax-free. Projects within the company can be funded under § 20b SGB V, with no entitlement. Only your tax adviser can confirm the tax exemption.
How it works in EasyWHP
This Best Practice in EasyWHP: adopt it, adapt it, measure the effect
Once adopted, the measure is ready in EasyWHP — with instructions, an invitation and surveys before and after. You adapt what fits your company and see at the end what it achieved.
Screenshots with demo data, no real people.
Adopt it for your company
Register for free — and the measure is ready to go in your cockpit: invitation, feedback survey and appointment are already set up. First cycle, first numbers for the boss.
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Contributes to
Measure the impact with
Action field
Physical Activity →A fitting occasion
- First Day of Summer / Longest Day
Related Best Practices
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