Executive Team Building and Corporate Retreats: Planning for Success

There are many benefits to offering team buildingFrameSometimes, companies are totally unrealistic
sessions and corporate retreats. At the end of aabout the time frame for a retreat. It is surprising
particularly successful corporate retreat that Ihow many people think that they can do a full
recently facilitated, I overheard employees makingblown simulation with debriefing, application
comments the following comments:"It's becauseexercises, and a presentation by a member of
of sessions like this that this is one of the bestthe senior management team in half a day. Let
places to work.""This company must really valueme stress this in bold. A half day simulation with
its employees to invest so much time and moneyadequate time for debriefing and business
in us."Here are some tips to help you ensure thatapplication exercises is just not doable. The only
your next team building session or executiveway that it can work is if the simulation or
retreat is just as successful.Clarify Youractivity is very simple or short and you have one
ObjectivesBefore you plan your team buildingvery clear and specific objective or core message
session or corporate retreat, it is important to bethat you want to convey. Of course, you can
clear about your objectives. Far too often,always find team building companies that will take
companies end up disappointed in the resultsyour money and promise you the moon within a
because expectations were not clearly identifiedhalf day or even 2 hour time frame. Buyer
and articulated. Ideally, outcomes should pinpointbeware. You have been warned. Of course, if
the desired impact on the business and be statedyour goal is strictly recreational, that is doable in
in measurable terms. Unfortunately, manyhalf a day or two hours.When determining an
organizations treat team building as a discretionaryappropriate time frame, consider if there are
event and don't attempt to link it to the needs ofitems other than team building that you need to
the business:Examples of Team Buildinginclude in your agenda. A number of the
Objectivescompanies with which we work have included
Improve customer satisfaction by 15%vendor and client presentations, departmental
Improve employee satisfaction by 10%presentations, and presentations about plans for
Reduce churn by 5%the upcoming year into their corporate retreats
Improve the closing ratio of the sales team byand team building sessions. The key is to
12%determine the content THEN select the
Even "softer" outcomes like these could beappropriate time frame, not the reverse. So,
stated in measurable terms if one takes the timewhat are some realistic time frames and formats
to think through the specific impact on thefor team building. Here are some ideas:Half Day
business:Team Building Format1 Hour - Preparation/
Forge stronger alliances between geographicallyBriefing Session Including Senior Management
dispersed teamsPresentation
Fine-tune your marketing and sales strategy1 Hour - Mini-Simulation or Recreational Activity
Reduce friction and "turf wars" between1/2 Hour - Debriefing Preparation Exercise
organizational levels and departments.1/2 Hour - Debriefing Panels
Improve communication between teams and1/2 Hour - Preparation for Application Exercise
departments1/2 Hour - Breakout Group Presentations (
Improve your decision making processMaximum 2 - 3 Groups - 10 - 15 minutes
Identify strategies to reduce red tape andeach)TOTAL = 4 Hours1 Day Team Building
duplication of effortFormat1 Hour - Preparation/ Briefing Session
Brainstorm and generate new strategies toIncluding Senior Management Presentation
resolve business issues and overcome challenges3 Hours - Simulation
Manage projects more effectively even within1 Hour - Lunch
tight time frames1/2 Hour - Debriefing Preparation Exercise
Planning Considerations for Team BuildingOnce1/2 Hour - Debriefing Panels
you are clear about your objectives, it is1 Hour - Preparation for Application Exercise
important to determine:1 Hour - Breakout Group Presentations (
Maximum 4 - 5 Groups - 10 - 15 minutes each)
number of participants1/2 Hour - Breaks
positions and levels of participants in organization1 Hour - Recreational Activity (Optional)
physical disabilities and constraints1 Hour - Evening BBQ (Optional)TOTAL = 8 1/2 -
budget10 HoursThese formats are very basic. You will
time frameget feedback from some team members that
If you are using an external team buildingthey felt rushed during some of the exercises. Be
consultant for your corporate retreat, identify aprepared for this and don't blame the facilitator.
clear decision making process and decision makingAn evening BBQ or dinner buys you a bit more
criteria. Ideally, you should be in a position totime and ends the session on a high note.Here is a
make a decision no more than 2 weeks afterbetter format that can include an overnight stay
contacting prospective vendors. You should allowat your location or a briefing a week before your
at least a month, preferably 2 months forteam building session:Pre-Briefing + 1 Day Team
adequate planning of your session. It amazes meFormatEvening
how often we are contacted with companies who1 Hour - Pre-briefing for Simulation Team Leaders
want to pull together a complex team building
session in a two week or less than one weekDinner - 1 Hour
time frame.Select the Right Locations for Team1 Hour - Preparation/ Briefing Session Including
Building and Corporate RetreatsYour choice ofSenior Management Presentation
location can make or break your team building1 Hour - Simulation
session or corporate retreat. Let your objectivesFlexible - Team Recreational Activity or
and theme drive the location selection decision andCompetition Related to Simulation Theme
not vice versa. I recall a time when a prospectiveDay 2
client had blown most of the budget on a high end3 Hours - Simulation (Continued)
conference facility. The result? There was little1/2 Hour - Debriefing Preparation Exercise
left in the budget for a facilitator.Determine if you1 Hour - Lunch
will require assistance with location scouting and be1/2 Hour - Debriefing Preparation Exercise
fair about it. An experienced team building firm1 Hour - Debriefing Panels
should be able to help you find a location to fit1 Hour - Preparation for Application Exercise
your budget. However, it does take time to call1 Hour - Breakout Group Presentations (
around, check availability and come up with justMaximum 4 - 5 Groups - 10 - 15 minutes each)
the right fit. For foreign locations, long distance1/2 Hour - BreaksIf you want to lengthen the
charges are often incurred. It is not kosher totime for the simulation or give people more time
expect consultants to do your location scoutingto prepare for their business application exercises,
for free. It is also not appropriate to do the eventdevote more time for outdoor recreational
on your own and use the location suggested by aactivities, vendor, client or departmental
team building service provider.If your budget ispresentations, or other agenda items, we suggest
limited, scout around. You may be able to finda 2 1/2 - 3 day format. Remember, the briefing
some unique and cost effective locations for yoursession can be done in advance and you can cut
events. You can stretch your budget by usingyour session down to 2 - 2 1/2 daysSelect Your
summer camps during off-peak season,TeamsThere are a number of factors that you
amusement parks, acting studios. the cateringshould take into account when you select your
department of community colleges to save onteams. Ensure that you:
the cost of refreshments, movie theatres, camp
sites, and conservation areas. 3 looking to savemix departments
money on location, it is important to book yourmix geographical regions
session WELL in advance.....3 - 4 months inmix organizational levels
advance. To book a group camp site and shelter,form team based on learning styles
you would need a 5 - 6 month lead time.Selectgive team members who don't get along with
Your ThemeOne of the best strategies foreach other an opportunity to work together
"spicing up" your team building sessions andgive the newer or more junior members of your
corporate retreats is to come up with a theme.team an opportunity to serve as team leaders
Based on your theme, you can select anAnalyze your group and assess their learning
appropriate venue, energizers, session starters,styles so that you can make decisions about
music, video clips, graphics for slides and handouts,team composition and a number of other key
and menu items. The key is to let yourelements for your session.Team Building: The
objectives and content drive the theme. To comeBottom LineTeam building sessions and corporate
up with your theme, create a mind map. Put yourretreats can be rewarding experiences that pull
content and topics in the centre and come upyour team together and bring you closer to
with as many themes as possible that relate toachieving your goals and objectives. Careful
your topics. If you want to fine-tune your salesattention to planning can help you avoid a session
and marketing strategy or prepare your team forthat people perceive as "a waste of time" and
"uncharted territory" and change, a Survivor teamensure that you get the results that you
building sessions would be the most appropriatedesire.© 2006 Executive Oasis International -
choice. If you want to hone project managementAll Rights ReservedAnne Thornley-Brown is the
and leadership skills or help them improve theirfounder and President of Executive Oasis
effectiveness in pulling projects together withinInternational, a Toronto based firm that helps
tight time frames, a team building session basedexecutive teams in Canada, Jamaica, Asia, and
on the TV show the Apprentice would be aDubai design strategies to survive, thrive and
perfect fit. If your team needs to improve itsgrow in our turbulent economy. Their services
ability to cope with a fast paced environment, ainclude executive retreats, meeting facilitation,
surprisingly affordable polo team building sessionsexecutive team building, and executive coaching.
would fit the bill.Set a Realistic Time