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LEADERSHIP - EXCEPTIONAL EXECUTIVE RETREATS

James A. DeSena

 

Everyone needs time to think. Pulling away from the demands of the day and conducting an executive retreat allows you to focus on the issues you can't focus on while tending to day-to-day demands, including long-term goals, governance issues, how to work together as a team, and the kind of culture you want to have. Executives have a special responsibility to ensure that this type of planning takes place. Retreats also provide a unique opportunity to renew face-to-face communication, build trust and foster teamwork with people who may not normally have the time to do so.

1. It should go without saying that you should carefully plan your agenda, but it's easy to miss. Be clear about what you want to accomplish, the outcomes you want to achieve and how you plan to do it. Hold the retreat offsite so it's not considered just another meeting and people won't gravitate back to their offices to conduct business. In most cases, a day or two should provide sufficient time to accomplish the goals of the session, while specific follow up can take place in the office.

2. Typically, retreats have a limited amount of time, so set priorities for what you'll cover. In one case, a client originally wanted to cover three items at the retreat - a vision for how they serve their customers, a vision for their employees and a financial vision. As they thought more about it, they added items they felt they should also explore until the list was up to 12, which was too many given the time we had available. At a pre-retreat meeting, we considered what was strategic versus what was tactical - for example, what their vision was versus whether to open a new location. As a result, they decided to stay with their original plan.

 

3. Cover high-level, longer- term issues that are not discussed at regular meetings. Survey key people ahead of time to gain their perspective on the issues they believe should be addressed at the retreat. In doing so, you'll improve communication and gain greater levels of commitment. Circulate the agenda ahead of time. Keep the meeting from being routine. Make it productive and memorable. Strive for outcomes that are exciting and inspiring.

4. Design the retreat to encourage creativity and original thinking. Ensure that ideas are heard so you don't overlook the ideal solution to a problem. Be sure to encourage input from everyone. Use techniques that prompt individual thinking before group discussion. This prevents the first idea that is put forth from shutting out other, perhaps better, ideas.

5. Have activities and small group discussions to provide a change of pace. Facilitate discussions with a process and ground rules that keep the group from getting sidetracked. From time to time, get people up and out of their chairs. Standing up increases energy and gets people physically active in the creative process, which makes produces more creative results.

6. Use the opportunity of a face-to-face meeting to encourage communication among people who may normally rely on email. Email has become a predominant method of communication because of its speed, ease and convenience, yet it sacrifices the personal touch that often opens up communication to a better level of understanding of the other person. In your meeting, provide opportunities for developing team spirit, trust, and common goals. Improve awareness of the strengths of your team and each of its members.

7. Make sure that what ever follow up is needed after the session actually takes place. Keep people excited about the new possibilities by seeing them implemented. Be aware of the resources needed and set priorities for follow up so that people see results. Communicate to the rest of the organization about the purpose, goals and outcomes of your meeting. If work remains to be done, let people know the support you'll need from them to accomplish it. Thank the people who participated in the session.

Jim DeSena is the author of "The 10 Immutable Laws of Power Selling - The Key to Winning Sales, Wowing Customers and Driving Your Profits Through the Roof," McGraw-Hill, 2003, "filled with case studies, examples, methods, stories and more that reveal the fundamentals of becoming an efficient sales leader." For information on the book and free articles, reports and resources, visit SalesLeaders.com^SM. Jim has helped 200+ organizations create compelling business strategies, sell high-value, innovative customer solutions in an era of rapid change and provide award-winning service. Reach Jim at speaker@salesleaders.com or 1-800-4321-WIN.

©2004 James A. DeSena Performance Achievement Systems, Inc. You have permission to reprint or quote from this article.