Planning a Management Retreat, Part 1: A Simple Guide to Get Started

The spectrum is wide for themes and agendas for management retreats. Many include adventure activities facilitated by outside team building companies. Others are simple one day off-site meetings to focus on strategic planning. Wherever your company falls on the spectrum, administrative professionals are often the masterminds behind these successful management retreats. Such events require detailed planning, an effective agenda that aligns with the mission and goals of the team, and plenty of follow up. With the current economic crunch, you may find yourself in the position of planning a mid-level company management retreat. The tips and ideas found in part one of this series will help you get the planning process started. In part two, we'll explore a few critical steps to ensure smooth execution of your plan.

1. Clarify expectations of the executives.

Have a brainstorming meeting before any decisions are made on where, what or how the retreat is going to happen. Use this time to determine the budget and get an overall scope of the goals for the retreat. Some questions to consider:

• Is it strictly fun and team building?
• Are there going to be breakout sessions for goal planning, leadership training, etc?
• What is the time frame? One day, two day or month-long safari?
• Does an outside facilitator or speaker need to be considered?
• Are there any gifts or incentives that need to be ordered? (See ideas below)

These are just a few questions to get you started. Keep detailed notes and prioritize ideas as they are explored and discussed.

2. Research appropriate venues, retreat locations.

Based on the information received during your initial brainstorming meeting, begin researching venues that meet budget, location and logistical requirements. When I planned management retreats in the past, I knew we had a three hour travel limit so I collected research on lodges, resorts and even vacation home rentals within a three hour travel distance in every direction. When possible, I did an on-site visit to the top three locations.

Tip: When I contacted the event coordinator at each venue and mentioned we were considering a management retreat, they were more than willing to offer me a one-night complimentary stay and tour of the facility. I took a checklist to keep notes as I explored the prospective resort, met with the event coordinator, and toured the meeting facilities. This proved to be an invaluable tool for making a final decision and presenting my proposals to the executives.

3. Explore team-building activities.

Every management retreat should have opportunities for building communication, improving relationships and incorporating fun. If it's within your budget, there are many choices when it comes to organized team building events. For smaller budgets, you might find yourself leading the team building activities! Here are few successful activities that worked for me that didn't cost a bundle:

• Scavenger hunts - I worked with the event planner at the venue to put one together.
• Bunko Night - This works well with a group of 8-12 managers.
• Jeopardy Game - I included categories about our company mission and vision, history, fun facts about the management team, etc.
• Skit Night - Each team came up with a skit that reflected one of the company values. Afterwards, we held our own Academy Awards for best actor, actress, etc.
• "Out of the Bag" Talent Night - Working in groups of three, teams had to present a unique talent and use "props" that I included in a shopping bag. These were odd items from the kitchen, hats, funky clothing, etc. Playing on the whole American Idol, Dancing with the Stars and America's Got Talent theme, we had a panel of judges who really got into the parts!

Those are just a few ideas. Many times my team and I would think about current TV shows, or game shows and put our own twist on them to create some fun and unique team activities.

4. Order team gifts and incentives.

Management retreats are an opportunity to thank the team for their hard work and efforts. You may need to come up with unique ideas for these gifts besides the traditional paper weight! Here are few suggestions:

• Individualized gift baskets - If you know your management team well, this can be a nice way to personalize gifts. One year, we put together 12 different baskets that focused on the fly fisherman, cyclist, gardener, golfer, cook and outdoorsman in the group. It was really fun to get creative with each basket.
• Gift cards - People always enjoy receiving gift cards. You can focus on one store, or even get Visa gift cards that can be used anywhere.
• Lands' End - I can't say enough about the service and selection at Lands' End when it comes to corporate gifts. They can put your company logo on anything! Once they have it on file, all you have to do is select your item and they will add a beautiful embroidered logo to it. We ordered coolers, totes, beach towels, laptop attaches, and T-shirts for many of our retreats and every item was a hit. Tip: Laminate each member's business card and attach it to the item - it's a nice personal touch.
• Amusement Park Tickets - If your company is in close proximity to any type of amusement park, tickets are always a nice incentive.

Now you've got the planning of this management retreat really underway. But, be sure to check back for part two in this series, where we'll look at putting this plan in to action.

Lisa Olsen provides OfficeArrow members with down-to-earth career advice from her extensive experience as a Career Consultant. An author, trainer, speaker and consultant, Lisa’s dedication to building relationship chemistry and helping people power up their potential has been the catalyst for her own success. Learn more about Lisa and her services, including keynote addresses, resume revision, and on-site professional development training here.