Creating a Board Retreat

A board retreat can be a powerful way to kick-start your PTA's new year. If fact, it can be such a powerful tool that Washington State PTA considers having one to be a PTA best practice. A retreat is more than just a regular meeting-- it is an opportunity to:

• Plan and strategize for the year
• Set expectations and responsibilities
• Energize and engage
• Create a shared vision
• Develop specific strategy or plans
• Provide social support
• Improve communication and cohesiveness
• Build trust

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Key to a successful board retreat is setting the stage:

• Set aside ample time. A minimum of a half-day (4 hours) is recommended; a full day (8 hours) including a group social activity is even better. You can split the retreat into more than one session, if needed.
• Get it on the calendar early. Summer plans can make it a challenge to find an effective date. Parents need time to arrange child care.
• Find and/or reserve a location. Get away from the school! Consider adult comfort, potential interruptions, access to restrooms, internet access, and other necessities.
• Make it as mandatory as you can. Every person plays a role in the group's dynamic; even one person missing makes  a difference.
• Engage with other board members to set a purpose for the retreat. Have them answer the following questions ahead of developing the agenda:
  • This retreat will be successful for me if...
  • This retreat will be successful for our PTA if...
  • The 3 most important goals for this retreat should be...
  • Share ideas for possible agenda items that would help us to meet the goals above
• Arrange for food and drinks. It doesn't need to be fancy, but keep folks fed and hydrated so that they can focus on the work. This can be part of your retreat budget. Ask about and accommodate dietary restricts.
• Have a set-up and clean-up team.

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Great retreats also include a few key social elements that serve as ways to allow board members to connect, bond, and get to know each other-- all of which work to help build a more cohesive team:

• Include at least one “getting to know you” activity.
• Have name tags, if even one member of the group is new.
• Include a group social activity, such as a potluck or bowling.
  

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The extended nature of a retreat means that a board can have time for conversations and discussions with more breadth and depth. Consider some of the following discussion areas and questions as you build your board retreat agenda:

• What norms do we want for our board? Consider creating your own Standards of Conduct (for an example, see Appendix D of the WSPTA Policy Manual).
• Build your calendar
• Brainstorm
• Strengths of our PTA?
• Challenges of our PTA?
• Opportunities?
• How can we connect, welcome, and inspire our community?
• What do you want people to say about your PTA's achievements at the end of the year?
• How will you work together?
• What does success look like?
• What resources, training, or other outside help do we need to succeed?
  

Finally, remember that some of the most important work will happen after the retreat ends as ideas are put into action. Take time through the year to reflect and check-in with one another regarding discussions, action items, and progress toward goals.

Resources:

• WSPTA Leadership Guides - handbooks for officers, running after school programs, advocacy, membership, FACE and more.
• WSPTA pre-recorded training webinars - on transitions, effective meetings, secretary, treasurer basics and more.
• Bellevue PTSA Council Summer Retreat Planning Tips
• Volunteer Power Icebreakers - a resource for icebreakers, event openers and team-building activities for committees, boards and meetings
• The Best Ice Breaker of All Time - an article that argues for the importance and value of ice breakers.