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Planning a law firm retreat (presentation slides)
- 1. SANDRABEKHOR@BEKHOR.CA TEL. 416.969.9600 OBA LAWPRACTICE MANAGEMENT PROGRAM Planning a Firm Retreat
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- 3. Purpose By the endof the year what will have changed? Consider priorities: –Identify one, truly significant purpose –Consider all areas of the practice –Tie to existing strategic plan –Ensure purpose is SMART –Be relevant –Go deep Gather data specific to the main purpose Gather input from partners, clients, referrers or staff: –Interviews –Focus groups –Wider survey Build the main retreat purpose into a theme Examples: •Celebrate teamwork •Improve work / life balance •Improve profit •Shape the culture •Adjust to changes in the marketplace •Modify an area of practice •Attract a different client profile •Revisit the firm’s mission •Improve communications •Begin succession planning •Revisit compensation
- 4. Participants Along the spectrumof small to mid-sized firms Smaller firms: –Outside advisors –The whole office –Lawyers and associates Mid-sized firms: –Lawyers –Partners Larger, mid-sized firms: –Key non-lawyer managers eg Office Manager, Marketing Manager or Finance Manager –Senior partners –Retreat committee –Partners with a special interest in this year’s objective –Rotating commitment among partners –Partners segmented into sub-topics
- 5. Location Support retreat objectives Outsidethe office Creative, relaxed environment Working setting, not a vacation setting Fit with firm culture Supports ‘soft’ objectives If it’s a flight or a long distance drive away, include 1 or 2 nights stay The ideal location is a local club / lodge / hotel or a nearby resort with: ―Meeting rooms ―Recreational activities (on site or nearby)
- 6. Timing Wherever the smartphone goes, that’s where the attention goes Non-work days: –Smart phones are never really ‘off’ –Vigilantly take the day off from client work –Close the office (smaller firms) –Book retreat on a weekend or holiday Half-day to one day: –Smaller groups –Focused agendas –Annual event Two days: –Larger groups –Challenging objectives with history and controversy
- 7. Facilitators A facilitator isrecommended. A facilitator brings: – Objectivity: • No agenda with the work • No agenda with the people • Fresh eyes on the topic – Training: • Facilitation • Conflict management • Subject matter – Presence of mind: • Not playing two roles • The ability to say no – Professional discipline: • Stay focused • Stick to the schedule – Can also be a speaker There are exceptions. Without a facilitator, pick someone: – Good at: • Driving true, consensus • Project management • Staying focused on a topic • Leading a meeting – Not needed as a participant – Without a vested interest in the agenda – Familiar with the retreat purpose – Able to hand off an action plan
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- 9. Retreat Package Distribute materialsat, or just before, the retreat. Agenda Schedule of events Background materials: –Expand on main purpose –What is the state of the nation –Articles on the subject matter –Executive summary of gaps, issues or opportunities –Consolidated summaries of: • Data • Interviews or surveys • Other research Worksheets, markers, easels and other materials for breakout sessions and independent work Theme giveaways
- 10. Ground Rules Some groupsneed them. Some don’t. One person speaks at a time If it’s off topic, it goes in the parking lot Practice active listening Be supportive and respectful Be open to different perspectives There are no bad ideas during brainstorming Random or pre-assigned seating and groupings for breakout sessions Return on time after breaks Ask for what you need No phones
- 11. Group Dynamics Extroverts vsintroverts Group think and dominant communicators: – Private votes – Getting input from each individual Restlessness: – Engagement at the individual level – Movement – Breakout sessions Manage people to arrive at true consensus Conflict: – Use the parking lot – Practice active listening – Encourage emotional intelligence – Take time-outs as needed Cliques: – Random groupings – Assigned seating
- 12. Sustain the Energy Avoidthe dreaded sugar crash Breaks: –Bio breaks –Email breaks Exercise: –Nature walks –Stretch breaks –Short bursts of cardio activity Nutrition: –Healthy meals, snacks and beverages
- 13. The Action Plan Howfar is far enough? One action sheet for each strategy / initiative Outline the parameters of the plan This is not the time to figure out the details Specify: –Roles –Responsibilities –Milestones –Metrics –Reporting frequencies
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- 15. Follow Up Steps It’swhat happens between retreats that makes the retreat add value Distribute minutes and action plan Debrief Update the rest of the firm Assign the action plan Define process to implement the plan Address the parking lot Book the next retreat!
- 16. CONTACT US TOPLAN YOUR NEXT STEPS: SANDRABEKHOR@BEKHOR.CA TEL. 416.969.9600 Planning a Firm Retreat Our approach is focused on what really works to build and enhance small to mid-sized, Canadian professional practices. We invite you to request a proposal or book an initial consultation to discuss your practice development goals.