The Health Canada Policy Toolkit for Public Involvement in Decision
Making
Level 4 Technique:
Retreats
What Is It?
A retreat is a meeting convened in a relaxing and supportive environment,
often in a natural or rural setting. Participants stay together
at the retreat with opportunities for recreational and social activities
encouraged within the meeting schedule. The intent is to have a
more enjoyable space, with fewer outside distractions, and time
and space to complete the work.
How It Works?
Retreats require careful preparation and planning to ensure maximum
benefit is made of the environment. Retreats will vary in size
and length depending on purpose, but rarely last more than three
days because family and other commitments can be suspended only
so long. In the planning stage, it is important to identify when
a retreat might be necessary, instead of a workshop or meeting.
They are most often used when trying to bring staff closer together.
Most retreats begin with an ice-breaker or social activity. If
a retreat is to be successful, it is important to set a comfortable
and supportive climate and re-establish the norms from the workplace
to fit the retreat environment (e.g. casual, dress no hierarchy
among participants).
Clarity of purpose and desired outcomes is critical at a retreat
so participants know what is expected. The agenda of the retreat
should allow time for participants to socialize, participate in
recreation and enjoy the environment, not just complete their work
in a more pleasant setting. As a result, many retreats modify the
work schedule to allow participants such time (e.g. working session
in morning and evening with afternoon golf tournament).
Often, small group discussions are conducted outside of the meeting
room in a more informal setting. With this format, tasks and timelines
must be very clear for small groups so the flow and work of the
meeting continues, while maximizing the retreat setting.
When Is It Most Useful?
A retreat is a useful technique when:
- the current environment is too full of distractions
- the process is as important as the end product (i.e. people
need to feel they contributed to the product and agree to act
on the results)
- there is a need/desire to strengthen the interpersonal relationships
and build stronger teams
- there is a need to establish different norms of behaviour (i.e.
the way people treat each other in the work environment)
- a "captive audience" is the best way to complete the desired
outcomes.
Logistics and Limits
Retreats require more preparation in finding the best location
so that the meeting is maximized, not compromised, by being in
a retreat setting. The design should ensure that time is set aside
to enjoy the environment, but balanced with time to work. This
work-play is a key factor in the success of retreats. An independent
facilitator is preferred as the process guide, leaving everyone
else the opportunity to participate in the content of the retreat.
Cost Implications
Cost for a retreat is usually more expensive than "intown" meetings.
Costs include participant expenses, including travel, accommodation
and meals (often done as a package); leisure expenses (optional);
facilitator expenses; and increased hospitality costs, audio-video
rental and ground transportation to get to the location. Preparation
materials/documents, group exercises/assessment resources also
need to be considered. Some experts may require a fee for service
and other participants may require compensation for forgone wages.
Expectation for Feedback or Follow-up
- A summation of the retreat's results should be provided to
members and broader stakeholders.
- An evaluation report on the retreat's findings could be used
to track results and provide best practices.
Timelines
- Sufficient time is necessary to plan and organize the retreat.
- They are most often organized and held once or twice a year.
- They usually last between one-half a day to three days.
Potential Pitfalls
- Lack of establishing a clear mandate before the retreat
- Poor facilitator
- Lack of planning and preparation of participants
- Failure to integrate or implement the positive results of the
retreat within the regular working environment.
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