Summer Board Retreat

Council recommends local PTA leaders do two important things this summer:

1. Take time to rest and recharge. Check out our Practicing ​Mindfulness for Summer article for some tips & resources.
2. Hold a Summer Board Retreat for your PTA. Read on to learn more!

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:

• Get to know the members of your board
• 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. While board retreats can take place in person, many PTAs may find it best to plan a virtual retreat, which 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, co-hosting, or closed captioning. Though many of us are familiar with online meetings these days, it can be helpful to have a step-by-step guide written out on how to join your meeting 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 restrictions. 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.

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:
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• ​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.
• For a virtual retreat, get everyone chatting with a whimsical poll - such as "does pineapple belong on pizza" or "what superpower would you want". Menti.com is an easy tool to use for creating a live poll.
• Include a group social activity, such as a potluck or bowling. There are activities you can do to energize your online meeting as well.

​​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 (example from Council).
• Build your calendar (check both the Northshore School District Calendar and WA State PTA's Multicultural Calendar for conflicts)
• Develop a communication plan for the year
• Start planning your Membership Campaign
• 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.

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Additional Resources:

• Summer Membership Planning Ideas - Check out our article from 2021 with ideas and tips from Council for planning your Membership Campaign.
• Council's Summer Office Hours - Join Council members online on Wednesday, July 13th between 12pm-1pm to ask us questions and get support!
• Online Meeting Hosting  - Learn about this service which will be returning in 2022-2023 for any local PTA/PTSA that wants Council to host a Zoom meeting for them. More details coming in Fall of 2022.
• WSPTA Board Retreats Article 
• WSPTA Leadership Guides - Handbooks for officers, running after school programs, advocacy, membership, FACE and more.
• WSPTA pre-recorded training webinars - Trainings on transitions, effective meetings, secretary, treasurer basics and more. Login credentials can be found in the latest Leadership News email from WSPTA.
• WSPTA Virtual Meetings - Virtually taking care of business while still using best practices.
• Bellevue PTSA Council Summer Retreat Planning Tips
• In-Person Icebreakers and Virtual Icebreakers - Articles from MindTools on designing an icebreaker activity specifically focused on meeting your objectives and appropriate to the group of people involved.
• The Best Ice Breaker of All Time - An article that argues for the importance and value of ice breakers.

As always, Council is here to help your PTA have a successful year! If you ever have questions, you can reach out to us anytime via email. Find a list of Council Contacts here.

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