Time to refine the board's strategies for managing your organization? Create the opportunity for growth with a winning retreat.
Board retreats that are regularly incorporated into an organization’s board development strategy can be an effective method to strengthening the decision-making process and overall cohesiveness of a board of directors. Take advantage of an effective retreat through careful planning and organization.
Objectives and Goals of a Board Retreat
There are many reasons to have a board retreat. The focus can be on introductory sessions, such as orientation to the roles and responsibilities of individual directors and the board as a whole, becoming acquainted with the organization and its purpose and direction, or developing a stake in the organization. Alternatively, the objective can be specific, focusing on such issues as the development of mission statements, strategic planning, policy planning, or financial training.
Logistical Components of a Board Retreat
Board retreats can vary in length from one day up to a few days. This is determined both by the goals and the available budget. A successful retreat should not be equated with extravagance.
Removing the directors from the office or boardroom is useful. The physical separation from regular settings allows directors to focus more efficiently on the task at hand. An alternative setting also encourages participants to think-outside-of-the-box during brainstorming sessions.
During the planning stage, ensure the participants’ comfort by addressing any dietary concerns or special needs. The planner should also arrange for all required equipment and supplies, such as stationary, audio visual equipment, information packages, and recreational supplies.
Provide directors with the basic logistical information, such as boarding arrangements and contact information. A clearly stated objective of the retreat should also be circulated beforehand with the session’s agenda.
Facilitating the Board Building Sessions
Many organizations productively utilize the knowledge and expertise of an internal person to lead the retreat’s sessions. In some instances, an employee may not be as successful at encouraging alternative methods of thinking or planning as an external professional. A professional facilitator can be beneficial in leading the discussions and brainstorming towards the desired outcomes. Another option is to plan a jointly facilitated retreat, incorporating both inside and external expertise to lead the discussions and overall direction of the sessions.
Board Retreat Sessions
In order for the discussions remain focused on the established objectives, consider developing ground rules to keep participants focused through out the sessions. Full attendance and participation of the board members is fundamental to the retreat. Sporadic comings and goings will detract from the goals and discussion. Explain to the directors that their presence is required. Additionally, passive participation will not strengthen individual directors’ contributions to the board and will not contribute to the board’s team building. A simple method of engaging all participants is to have each person write down and present a personal goal of what he or she would like to take away from the experience.
During the meetings, the facilitator may encourage small group discussions to encourage more directed brainstorming. The discussions that take place throughout the retreat should be documented, and at the end of the retreat, the facilitator should review what has been discussed and relate this to the predetermined objectives.
Board Development: The Next Steps
A report summarizing the discussions and outcomes should be distributed to all participants shortly after the retreat ends, effectively within a few days. This will assist in reinforcing the important role of and commitment to board retreats in board development.
