Creating a Board Retreat in a Virtual World

​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:
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• 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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There are many things to consider when planning for your retreat. And planning a virtual retreat adds a few more items to that list.

• 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. Virtually, be mindful that it's hard to keep everyone's attention when sitting in front of a screen for long periods of time. Stopping for even a 5 minute stretch break can help regain everyone's focus.
• 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. Virtual meetings mean online with participants each connecting from their home or office. Consider a platform and the technology that is most accessible to everyone you are meeting with when you plan your retreat.
• Trouble Shooting Technology. Many platforms offer a technical testing page to help resolve any issues before your meeting begins. If it's the first time using a particular online platform, test out the features you may want to use ahead of time, such as screen sharing or co-hosting. Writing out a step-by-step guide on how to join your meeting is a great tool to have ready for anyone new to online meetings.
• 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. Virtually you won't need to provide these items, but it's a great idea to remind your team to feel free to eat and drink so they can stay focused.
• 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. For virtual meetings, ask that all participants use their correct name when signing into the meeting.
• Include a group social activity, such as a potluck or bowling. While these events may not be available to do now, there are activities you can do to energize your online meeting.

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. 
• WSPTA Virtual Meetings - virtually taking care of business while still using best practices
• WSPTA training - webinar on Digital Tools for Online Meetings
• 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.

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