How to Plan an HRDF-Approved Team Building Event

1. Knowledge Hub Asia Sdn Bhd How to Plan an HRDF-Approved Team Building Event? Organising a team building event sounds simple, but aligning it with HRDF (Human Resources Development Fund) requirements turns it into a strategic task. When executed correctly, a team building HRDF claimable event doesn’t just build morale—it helps employees gain new skills while allowing the company to recover training costs. In Malaysia, companies contribute monthly to HRDF and, in return, gain access to claimable training opportunities. Planning such an event requires understanding both the soft skills involved in team engagement and the formal structure HRDF expects from a claimable programme. Why Team Building Should Be Structured? Team building isn’t just games and food. It serves a business goal: improve communication, build trust, or resolve team conflicts. When structured around clear outcomes, team building becomes a tool for behavioural improvement, performance growth, and staff retention. For events to be team building HRDF claimable, they must meet specific guidelines. That means activities must link to learning outcomes, include an evaluation framework, and be delivered by HRDF-registered trainers.

2. Step 1: Identify Training Needs Before planning, assess the team’s weaknesses or development areas. Is the group struggling with communication? Are there gaps in leadership or analytical thinking? Maybe your team needs to improve how they use software like Power BI training. Understanding needs helps to define the objective and determine the content of the event. HRDF only supports learning programmes that include structured skills training—not just motivational talks or casual bonding exercises. Step 2: Choose a Valid Training Format A team building event under HRDF must feature a training element. You can’t simply organise outdoor games and expect a claim. Instead, pair experiential learning with classroom-based sessions. Options Include: ● Indoor workshops with breakout activities ● Outdoor experiential sessions with debriefing ● Blended sessions combining technical learning (e.g. Power BI training) with communication exercises These structures demonstrate learning intent. Each activity should end with reflection and discussion to link experience to skill development. Step 3: Work with a Registered HRDF Trainer HRDF requires a registered trainer with a valid Trainer ID. Trainers also need to submit structured lesson plans, objectives, and training materials. Look for someone familiar with both experiential learning and compliance paperwork. Ask for sample training outlines. Trainers must also provide attendance tracking and evaluation forms. Choosing the right trainer ensures smooth approval and stronger outcomes. Step 4: Develop a Detailed Programme Itinerary Break your day into structured parts. HRDF will review how time is spent and how each segment supports learning. A Good Itinerary Includes:

3. ● A clear timeline (e.g. 9:00 AM – 5:00 PM) ● Descriptions of each module or activity ● Objectives linked to company goals ● Learning outcomes (e.g. improved cross-team collaboration) ● Trainer-led debriefs or presentations This breakdown not only supports claims—it also ensures your team understands what they’re learning and why. Step 5: Prepare the Required Documents Documentation forms the backbone of an HRDF-approved event. Without these, your claim may be rejected. Required Items Include: ● Form PSMB/T/1/09 (application form for training grant) ● Detailed training proposal with objectives and outcomes ● Trainer credentials and registration details ● Quotation or invoice from training provider ● Attendance sheets signed by all participants ● Post-training evaluation forms Keep copies of all forms. Send soft copies to HRDF within the timeline stated on their site Common Document Checklist for HRDF-Claimable Team Building Below is a table that outlines the key documents and their purposes. It helps prevent missed submissions. Document Type Purpose Training Proposal Describe the learning structure and goals Trainer Profile Verifies registration and expertise Quotation/Invoice Confirms service cost and scope Attendance Sheet Tracks participant engagement Evaluation Forms Measures of effectiveness of learning

4. Photos or Video Recordings Supports evidence of delivery (optional but encouraged) Keeping this list visible ensures no step is skipped. Step 6: Submit Your HRDF Application Early You must submit your application at least one day before the training begins. However, earlier is safer—especially if corrections are needed. Review timelines on the HRDF portal. Late or incomplete submissions lead to rejections. Once submitted, HRDF will issue an approval notice or request more information. Step 7: Facilitate the Training Day Smoothly On the event day, your trainer leads sessions as per the plan. Your team participates in both learning and group activities. It’s vital to stay on schedule and follow the proposed structure. Assign someone to coordinate logistics: ● Print attendance forms ● Set up the venue and materials ● Manage food and transport ● Collect feedback forms before the event ends Keep all documents organised for submission and audit readiness. Step 8: Conduct Post-Training Review and Submission After the event, HRDF expects post-training materials. Submit all documents, including signed attendance, evaluation results, and final trainer report. Claims must be submitted within 30 days from the training completion date. Late submissions may be rejected or delayed. Once approved, funds will be disbursed based on HRDF’s current processing time. Integrating Structured Skills: A Case for Power BI Including software training like Power BI training within a team building day brings two benefits. First, it meets HRDF’s technical learning requirements. Second, it adds direct value to team productivity.

5. Power BI helps teams understand data, visualise outcomes, and make better decisions. Blending this training with Communication skill training and collaboration tasks creates a rounded experience—both fun and functional. For example, begin the day with data analysis exercises. In the afternoon, apply insights in group planning or simulation games. This reinforces learning while engaging the team. Tips to Maximise Engagement Even structured events can fall flat if they lack energy or meaning. Keep your team involved by: ● Using real company data or challenges during exercises ● Mixing physical and mental activities to avoid fatigue ● Offering small group tasks to boost participation ● Encouraging open feedback after each session ● Creating friendly competition with rewards or recognition These elements ensure the training doesn’t feel forced or dull. When to Use Outdoor vs Indoor Activities? Not all team building must happen indoors. However, outdoor games need structure too. 1. Outdoor: ● Use it for physical challenges, trust-building, or creativity games. Follow with reflection sessions to link experience to workplace lessons. 2. Indoor: ● Works better for technical skills like Power BI training, communication drills, or conflict resolution role-play. Balance the two for a dynamic yet focused programme. Common Pitfalls and How to Avoid Them Even well-meaning HR teams can miss key steps. Avoid these mistakes: ● Submitting forms late ● Hiring unregistered trainers ● Planning too many games and too little learning

6. ● Forgetting to collect attendance or evaluations ● Not reviewing trainer content before submission Double-check all materials before sending them to HRDF. Assign one point of contact to oversee documentation from start to finish. Final Thoughts A well-planned team building HRDF claimable event blends engagement with structured learning. It creates space for bonding while building real-world skills. With the right trainer, thoughtful agenda, and complete documentation, your company can meet compliance and boost team cohesion at once. Adding structured modules like Power BI training makes the event even more valuable—offering tools your team will use long after the day ends. Plan early, follow HRDF’s steps closely, and focus on the outcomes. The result is not just a better event, but a better-performing team. Contact us: Knowledge Hub Asia Sdn Bhd Email : inquiry@knowledgehub-asia.com Phone +603-7622 0578