Topic Papers and Articles

Excerpt from the book To Go Forward, Retreat: The Board Retreat Handbook, by Sandra R. Hughes.

A well-planned, inclusively conceived, effectively executed retreat is perhaps the best way to address head-on some of the more challenging issues facing a board and the organization it governs. Because a board retreat is an unparalleled opportunity for progress, perhaps a better term for the kind of focused, action-oriented meeting that is advocated would be forward retreat, or strategic meeting.

Like anything worth doing, a forward retreat doesn’t just happen. It requires careful planning and a significant commitment of resources, time, and creative energy — by planners, by the organization’s staff, and by participants. The forward retreat approach can rarely be accomplished within the quintessential retreat format in which planners don’t consult members in setting meeting objectives, the schedule is often inflexible, and activities are usually generic.

Participants in such retreats recognize that their input is not really desired and find that the meeting’s results have little impact on the real work of the organization or board. Unfortunately, nonprofit board members who have endured poorly planned or implemented retreats may come to expect that all retreats are at best exercises in futility and at worst a waste of time and resources.

Recently, retreat planning has been injected with fresh energy and creativity. Organizers do their best to engage and keep the attention of participants with hands-on activities, team-building games, small-group discussions, and opportunities for exploration. A forward retreat goes one step further — tying the meeting’s agenda and activities clearly to the organization’s strategic challenges and goals.

Boards that regularly engage in forward retreats know that the time spent away from the press of daily responsibilities and tasks can allow the board to challenge assumptions and rethink systems, begin a strategic planning process, tackle difficult issues, forge camaraderie, and improve productivity. In fact, the effectiveness of such meetings is causing many boards to reengineer their regular meeting schedules and formats to mirror the qualities of a forward retreat, which:

Sets realistic objectives  —allowing time to address a few issues in depth rather than trying to cover too many topics in a short time; setting achievable retreat goals; and using the retreat to develop initiatives and plans that can actually be implemented.

Addresses meaningful topics —avoiding routine business or trivia that can better be dispatched at regular board meetings, through committees, or by staff.

Engages the participation and input of all board members  —and may even include people from the organization’s key internal and external constituencies if they have a stake in the issues being addressed at the retreat.

Tailors activities to the specific culture and structure of the board and organization.

Is flexible enough in format to allow time for participants to explore ideas that arise unexpectedly during the retreat.

Is enjoyable for everyone involved, providing plenty of opportunities for participants to socialize and strengthen their relationships with one another.

A successful retreat can hinge on the work of a hard-working planning committee, a skilled facilitator, dynamic speakers, and an executive who carries out preparation down to the last detail. It can be helped along by an agreeable locale and energizing activities. But the most important factor contributing to the success of a retreat is a planning process that involves board members.

BoardSource governance consultants can help your board understand its legal and ethical responsibilities, increase board engagement and satisfaction, or conduct an insightful board self-assessment process.  In addition, a well-planned retreat is an excellent way to strategically address some of the more challenging issues facing a board and the organization it governs. For more information about BoardSource consulting, contact consulting@boardsource.org or call 800-883-6262.