Board Retreat Discussion and Review

Board Retreat Discussion and Review

Non Profit Board Retreat Review and Discussion

April 5, 20119:30 AM- 11:30 AM

Diana A. Bing

4/5/2011

Successful MeetingsSuccessful Meetings

• Have you ever been a part of a successful meeting? • Have you ever been a part of an unsuccessful meeting?• What are the characteristics of a successful meeting?• So, if you know what’s needed, why do you stay in meetings

that are not being effective?  • The real key characteristic of effective meetings is when the

stakeholders1)      Know the rule(s) and 2)      have permission to call you out on them.

• It’s the context of agreement, not the right list that makes the meeting effective.

Topics for TodayTopics for Today

1. Overview & Assessment2. Preparation3. Facilitation4. Concepts5. Completion Package

OVERVIEW&

ASSESSMENTS

A Retreat Can:A Retreat Can:

Bring out problems to be dealt with by the board and its members

Enable the board to assess its capabilities and effectiveness

Be the spark of strategic thinking for the board

So the Board Chairman has to be our client

Client RequestsClient Requests

1. “We need to be educated”2. “We want to understand Fund Raising or

do a Strategic Plan”3. “We are having problems”

a. Attendanceb. Getting work done (commitments)c. Inter-member tensionsd. Board-staff relationships

Assessing the Client’s NeedsAssessing the Client’s Needs

Ask: Why does client want a retreat? What are their important issues? What are their desired outcomes? Are the Board Chair and ED in agreement?

Involved in all aspects of planning Is the whole board going to attend?

Assessing Board CapabilitiesAssessing Board Capabilities

How many members? Regular meetings?

Attended by all? Active Committees?

Meetings, reports, actions Variety of skills, abilities and contacts? Practices & procedures in place?

Self Assessment ToolSelf Assessment Tool

An email survey of board members Done prior to retreat

Members identify their issues Inform the retreat agenda Provides an opportunity for follow

up discussions prior to retreat

Discussion and TipsDiscussion and Tips

Lessons LearnedTips of the Road

PREPARATION

Sample AgendaSample Agenda

• In Retreat Materials• A “menu” of possible topics• Includes Board operations and the

first steps for a Strategic Plan• Be creative!

Agenda TopicsAgenda Topics

• Each agenda is unique and flexible• Structure around desired outcomes• Take input from self assessment• Use standard ESC materials or create custom

ones• Recognize need for formal and informal time –

icebreaker; breaks• Get client input and agreement

Consultant RolesConsultant Roles

For each section of the agenda:• Which consultant leads? • Who facilitates, who takes notes?• What technique will you use?• What issues might you encounter?

Meet together!

Time ManagementTime Management• Total time – Need to determine• Estimate time for each section – include time

for discussion• Recognize that retreat is time for in-depth

discussion of important issues• Put actual times on agenda to help manage

the clock• Consider size of group • Include breaks and lunch

Pre Retreat CommunicationsPre Retreat Communications

1. Make sure all participants understand retreat objectives

2. Send out:• Agenda• Self Assessment results• Other pre-reading• Logistics – directions, time, food

3. Confirm number of attendees and who they are

Materials and Set UpMaterials and Set Up

• Power point projector and screen (or white wall)

• Copies of agenda and handouts• Two easels with large paper pads• Markers and masking tape• Tent cards for names• Conference tables in U shape

Discussion and TipsDiscussion and Tips

Lessons LearnedTips of the Road

FACILITATIONFACILITATION

Facilitation BenefitsFacilitation Benefits

Finding the right mix of task accomplishment and relationship building

• Getting the best use of the organization’s resources

• Strengthening group bonds and trust• Building group confidence

Role of FacilitatorRole of Facilitator

• Set expectations• Organize the retreat• Put participants at ease• Encourage everyone to contribute• Manage time • Take notes

Role of FacilitatorRole of Facilitator

Attend to the process”• Structure the discussion • Ask good questions• Talk less, listen more• Give ownership to participants

Discussion and TipsDiscussion and Tips

Lessons LearnedTips of the Road

Concepts

Important BasicsImportant Basics

• Duties• Board and Individual Responsibilities• Committees• Recruiting• Board - Staff relations

Goals and Key OutcomesGoals and Key Outcomes

• Member Issues• Board Effectiveness• Mission discussion• Vision: brainstorm for a while• Prioritize “dreams”

Discussion and TipsDiscussion and Tips

Lessons LearnedTips of the Road

COMPLETION

The Last StepsThe Last Steps

At the retreat:• Action steps• Evaluations

After the retreat:• Final Report• Client Follow Up

And Finally…And Finally…

• Remember: everything we discussed here is in the manual.

• Seek advice from experienced ESC consultants

• You’re experienced consultants and facilitators

• Stay in touch with the nonprofit world.

Speaking of Advise from an ExpertSpeaking of Advise from an Expert

Additional Thoughts and Suggestions

THANKS!THANKS!