First impressions matter — especially when you’re meeting your team for the first time. Whether you’ve built relationships remotely or are stepping into a leadership role from day one, your first in-person or virtual team meeting sets the tone for everything that follows.
After potentially years of video calls and remote working, it can feel kind of nerve-racking to be meeting up with your coworkers for the first time. Anxiety-inducing, even. There’s the matter of making sure everyone feels comfortable. And actually finding out how tall each other are!
A positive, purposeful meeting can establish trust, boost morale, and create a culture of openness and collaboration from the start. Here’s how to approach your first team meeting with confidence and clarity.
What to say when meeting your team for the first time in-person
Meeting your team face-to-face for the first time — especially after months or years of remote collaboration — can feel both familiar and brand new. You’ve likely worked closely together online, but in-person brings a different kind of connection.
Here’s how to strike the right tone:
Start with something warm and simple: Like, “It’s great to finally meet in person.” It acknowledges the moment without putting anyone on the spot. You could also say: “It’s so nice to put a face to the name — beyond the Zoom square.” or “I feel like we know each other already, but it’s great to be in the same room.”
If you're a team lead, set the tone early on: “It’s great to finally be together in person. While we’ve built something strong remotely, this gives us a chance to connect in a different way — more casually, more organically. Let’s make the most of it.”
If you’re a team member: “Looking forward to working together in person today — it’s great to meet you properly.” And if you’re unsure what to say in the moment, asking a thoughtful question — about someone’s journey to the meet-up, what they’re working on, or what they’re most excited for — can go a long way.
You don’t need a speech — just be present and open. That’s what these in-person meetings are for.
How do I set up a team meeting for the first time?
Setting up your first team meeting doesn’t need to feel daunting — a few thoughtful decisions can make all the difference in helping everyone feel relaxed, heard, and ready to collaborate.
1. Choose the right setting
If you're meeting in real life, be deliberate about the space. Opt for a neutral, inspiring location like a coworking space or creative venue rather than a formal boardroom.
Send out a light-touch agenda in advance. Keep it simple: introductions, team values, goals discussion, and a fun, low-pressure activity to get people talking. Balance structure with room for organic conversation.
3. Manage expectations
Explain what the meeting is for — and just as importantly, what it isn’t. Set the tone that this first session is about connection, collaboration, and learning from each other.
4. Invite input
Let people know they’re welcome to suggest topics, questions, or activities for the session. When people contribute before the meeting even starts, they feel more ownership over it.
5. Plan for both formal and informal moments
A good first meeting includes time for structured conversation and casual connection. Whether it’s coffee at the start or an optional drink after the meeting, these moments matter.
Build connection, not just conversation
It’s tempting to dive into logistics and to-do lists in your first meeting. Resist that urge. Instead, focus on:
Personal introductions: A few fun facts, favourite hobbies, or recent wins.
Team values: Collaboratively discuss what kind of team you want to be.
Try a sharing circle. One idea: write open-ended questions (e.g., "What's one thing you learned about yourself last year?") on slips of paper and have team members pick and answer one at random. It encourages everyone to speak, listen, and engage meaningfully.
Create the right environment
The space you choose has a direct impact on the success of your meeting. A bland corporate meeting room won't spark creativity or comfort. Instead, pick a venue that feels vibrant, welcoming, and a little unexpected.
Some of our favourites for first-time team meetings include:
If you're meeting your team in real life for the first time, Mindspace Shoreditch makes things refreshingly easy. Just a few minutes from Liverpool Street station, it’s central without being chaotic — and has the kind of warm, creative energy that helps break the ice fast. With stylish meeting rooms, breakout spaces, phone booths, and proper coffee, it’s set up for both structured sessions and relaxed conversations.
Plus, with plenty of great lunch spots and after-work options nearby (hello, Junkyard Golf), you can keep the day flowing naturally from work mode to wind-down. It’s everything you need to bring your remote team together — without it feeling forced.
With bright, thoughtfully designed meeting spaces and all the essentials — whiteboards, screens, great coffee, and a stocked kitchen — it’s ideal for productive sessions that don’t feel too formal. You’re right by London Bridge station, so it’s easy for everyone to get to, and the surrounding area has no shortage of places to grab lunch or continue the conversation afterwards. Whether you’re planning a low-key strategy day or just want a space that helps the team connect beyond the screen, this one ticks all the boxes.
Tucked between Holborn and Chancery Lane, Work.Life Holborn is ideal if you're looking to keep things central, calm, and well-equipped for collaboration. The meeting rooms here strike that sweet spot between professional and relaxed — perfect for teams seeing each other beyond the screen for the first time. You’ll find all the practical bits covered (projectors, whiteboards, unlimited coffee), but it’s the thoughtful layout and buzzy local vibe that make it especially welcoming. Whether you're planning a few hours of focused discussion or a whole-day session with lunch nearby, this spot sets the scene without any fuss.
If you're aiming for a polished, central setting that makes a strong first impression, The Space Regent St fits the brief. Housed in a beautiful period building just moments from Piccadilly Circus, it blends classic London charm with sleek, modern interiors — ideal for teams meeting face-to-face for the first time. The meeting rooms are bright, professional, and fully kitted out, while nearby shops and cafes make it easy to keep the day relaxed and flexible. Whether you're easing into big-picture planning or simply catching up beyond the screen, it’s a setting that helps people feel grounded and engaged from the moment they walk in.
Bringing people together for the first time should feel purposeful — and that’s exactly what X+Why The Fulwood offers. This thoughtfully designed space balances high-spec functionality with a strong sense of mission, making it a great backdrop for teams who care about how and why they work. Just minutes from Chancery Lane, it’s easily accessible for everyone, with quiet meeting rooms, private phone booths, and little extras like bike storage, showers, and complimentary drinks to keep things running smoothly. If you’re aiming for a day that feels focused, energising, and values-led, this spot delivers.
For a team meetup that strikes the right balance between convenience and professionalism, Landmark Portman Street delivers. Situated just behind Oxford Street and a short walk from Marble Arch, it offers a smart, polished setting with spacious meeting rooms and excellent tech — ideal for running hybrid calls or structured sessions without distractions. Natural light floods the space, the setup is seamless, and the surrounding area is packed with post-meeting lunch options. It’s the kind of place that makes reconnecting feel easy — whether you're diving into strategy or simply catching up in person for the first time.
Just a short stroll from Monument and Fenchurch Street stations, Us&Co Monument is an easy-to-reach base for teams coming from across London (or further afield). Inside, you’ll find polished meeting rooms with everything you need to run the day smoothly — plus a kitchen and outdoor space for informal chats or a quick break between sessions. With great food and drinks nearby and stunning views from the rooftop, it’s a location that makes coming together feel both productive and enjoyable.
Not everyone will be equally excited about meeting in person — some might feel anxious about large groups. Others might worry about after-hours social expectations. But if you’re leading the get-together, there are ways you can be proactive and considerate:
Give people choice and agency.
Offer two parts to your get-together: daytime collaboration and optional evening socialising.
Encourage feedback anonymously if needed, so everyone has a voice.
First team meeting agenda
Here’s a simple structure you can adapt:
Start (30 mins): Welcome, light refreshments (be sure to include tea, herbal teas, coffee, decaf coffee, and cold drinks, so everyone’s preferences are covered), informal chatting.
Introductions (30 to 60 mins, depending on team size): Names, roles, one fun personal fact.
Team purpose and values (60 to 90 mins): Presentation on the brand and company values followed by a collaborative discussion on what values matter most to the team.
Celebrating wins (30 mins): Shout-outs for team or individual achievements.
Goals and next steps (60 mins): What’s coming up, how you’ll collaborate.
Wrap-up and social (optional): Casual time to continue conversations over drinks or food.
Ready to plan your first team meeting?
A great first meeting sets the tone for how your team works together going forward. Think less about formality, more about real connection. When people feel comfortable bringing their full selves, collaboration gets easier—and better. Pick a space that feels inviting, plan with empathy, and prioritise genuine human connection. It’s the small moments that build strong teams.
And Tally Workspace can help you find the perfect venue to make it memorable. Get in touch with our team today — we’d love to help you get started!
Your Ideal Coworking Space is Just a Click Away
Say goodbye to multiple memberships, accounts and invoicing. Instantly access a wide range of vetted coworking spaces with one account and no commitments.
