For many organizations, having a board retreat is like going to the dentist to have a tooth pulled. But, if you don't go to the dentist on a regular basis, the cavities get larger, the pain becomes greater and eventually you will need an extraction. Most executive directors shy away from board retreats, fearing the issues and problems that are bound to come up. But, if you conduct board retreats on a regular basis (like having a regular dental check up), you'll find that the organization runs more smoothly, board members feel refreshed and relaxed about their roles, and the staff is comfortable and connected with the board. (And the cavities don't get out of hand.)

For most of the year, when the board meets, the time spent together is taken up with budgets, reports, crisis management and the day to day work of running the non-profit business. Board retreats are a true gift to the organization if they are approached with the right mental attitude. Retreats provide a safe place to foster creative thinking and to free up people to be innovative. By having a retreat once or twice a year, you have an incredible opportunity to get the board members to focus on the potential and possibilities of the organization .

Here are some tips for running a winning board retreat:

1. Don't try to accomplish too much. Plan the retreat carefully so you're not setting people up with unrealistic expectations. Select a maximum of three goals and allow enough time to discuss them thoroughly and to come to some strategic directions and decisions. Leave with specific next steps and action plans.
2. Communicate the expectations clearly. After you've developed a plan for your retreat, make sure you communicate clearly to your board not only the retreat's purpose but also the topics, agenda, and expected outcomes. Each participant should come well prepared to participate actively in the discussions.
3. Bring a lead dog facilitator with you. It's beneficial to bring a skilled facilitator/trainer to the retreat who can keep things on track, negotiate any land mines or disagreements and generally ask the hard questions that the staff and board will shy away from. This person can either be a paid facilitator or a volunteer from your community.
4. Surveys are a good thing. Conducting a pre-retreat survey allows everyone to have an equal voice in shaping the agenda for the retreat. Conduct the survey via e- mail or telephone or both.
5. Expect and deal with fireworks. During most retreats conflict will arise that is infused with a lot of passion and emotion. Don't suppress conflict. Have a strategy where both opinions are discussed and debated productively.
6. Follow-up is key. Make sure someone takes notes so that follow-up strategies can be discussed. The end of the retreat is really the beginning of the process of follow through.
7. Relax, enjoy, and have fun. One of the main purposes of the retreat is to enjoy one another and to build relationships with the other people involved in your organization. So, make sure to build some social time into the retreat - time to take a walk, a hike, or to eat dinner together.
8. Move to the country. If at all possible, have the retreat away from your city or community. Make sure people can't go home for the evenings, and they can't run back to the office to answer there e-mails.
9. Build the retreat into your budget. Don't say: "We don't have money for the retreat because we need it for programs or salaries." This is a real trap. It's important to build the cost of the retreat into the yearly budgets, just like you build in salaries, travel, and office expenses. The board leadership and the staff quality are two of the organization's biggest assets.
10. Encourage everyone to participate. Everyone at the retreat should be encouraged, involved, and engaged in the conversations. When you see someone sitting back, try to ask them a question or seek their opinion and advice. Make sure that everyone gets involved and has ownership in the decisions.