Retreat to Advance: Promoting a Culture of Change Dale Vidmar Hannon Library Southern Oregon University Connie Anderson Hannon Library Southern Oregon University Oregon Library Association Conference 2006 April 7,

Goals for Presentation Participants will: Understand the benefits of having an organization retreat Learn to how to plan and organize a retreat Experience a variety of retreat activities in a learn by doing workshop

Retreat Activity #1 The Welcome Brief – No more than 5 minutes Greeting and Call to Order Why we are here – Goals Set the tone Articulate intentions – design is more of a game plan than a detailed script

Meeting vs. Retreat Isn’t a retreat just another extra long meeting?

Meeting vs. Retreat 1. Usually onsite 2. An hour or two 3. Exchange information or make decision 4. Outcomes predictable 5. Low Risk 6. Task oriented 7. Low capacity for change 8. Little emotional effort 1. Typically offsite 2. Day-long or longer 3. Explore issues or plan for the future 4. Outcomes unpredictable 5. High Risk 6. Process oriented 7. High capacity for change 8. Emotionally intense Meeting Retreat

Retreat Activity #2 Individual Check-In Participants discuss their expectations and/or concerns Introductions if people do not know each other What do you hope to take away from today? (Existential Question – Why am I here?)

Types of Retreats What We Do Improving our Day to Day Operations Creating Library Goals for the Year, Mission Statement Work on a Specific Topic – Instruction, Reference, OCLC, etc. Visioning Strategic Planning

Types of Retreats How We Do What We Do Improving the Underlying Structure of the Organization Change the Organization Grease the Wheels Team Building Communication Skills Fun, enjoyment, socializing, and bonding

Retreat Activity #3 Ground Rules Examples  Speakers should raise hands  Las Vegas Rule! – What happens here, stays here! Develop ground rules for today! Think, Pair, Share!

Top Ten Reasons to Have a Retreat 10. Make tough decisions 9. Accomplish something that cannot be done by the leader alone. 8. Create a collective vision 7. Change your organizational culture or improve relationships

Top Ten Reasons to Have a Retreat 6. Correct course when things are going wrong 5. Change perceptions, attitudes, and behavior 4. Foster change 3. Harness collective creativity 2. Explore fundamental concerns

Top Ten Reasons to Have a Retreat 1. At most libraries we are so busy doing what we do that we do not take the time to think about how we do it - adapted from Campbell, Liteman, and Sugar Retreats that Work (2003)

“Good retreats are a lot of fun. They are not serious, plodding, heavy things. People laugh, people engage their creativity. Even when you are designing with that fun in mind, it should be for business’ sake. Let it be about business.” – Merianne Liteman from Sound the Retreat by Douglas P. Shuit The Bottom Line

Retreat Activity #4 The Ice Breaker Create the Mood Get into the Right Frame of Mind Law of Primacy – we remember what we do first best, so choose carefully Let’s Do One – The Human Map

Planning a Retreat Who does what – organization of a retreat team Plan early – 6 to 9 months ahead Cost: Typical Budget  Facility  Facilitator  Food, drink, etc. Location – offsite vs. onsite

Planning a Retreat Facilitator – neutral participant  Plans and designs the course of action  Encourages participation and accomplishment  Unpacks activities  Moderates the flow of ideas and personalities  Summarizes and ensures follow-up

Retreat Activity #5 The Energizer Midcourse exercise Inspire involvement Stimulate group Physical activity Not necessarily planned – implemented at a moments notice

Experiential Learning Activities Content Segments Major activities of the retreat Explorations into the organization Time-consuming Challenging Need variety and flexibility to maintain interest and energy

Experiential Learning Activities Change Communication Conflict Management Creativity Decision Making Diversity Goal Setting Leadership Negotiation Perceptions Planning Problem Solving Resource Use Team Dynamics Topic Areas:

Retreat Activity #6 Experiential Learning Activity Obstacle Busters Create subgroups of 5 or 6 On a piece of paper, make a list of obstacles to having a retreat or having a successful retreat (5 minutes) Choose one or two obstacles and list actions that you could take to overcome these obstacles (10 minutes) Report back What did you take away from this activity?

Review of Retreat Activities 1. Welcome 2. Individual Check-In 3. Ground Rules 4. Ice Breaker 5. Energizer 6. Experiential Learning Activities 7. Closing and Assessment

Retreat Activity #7 Closing and Assessment What did you learn today? Name something you can take with you and do when you return to work. Something that surprised you!

Retreat to Advance: Promoting a Culture of Change Dale Vidmar Hannon Library Southern Oregon University Connie Anderson Hannon Library Southern Oregon University Oregon Library Association Conference 2006 April 7,