Sample Itineraries For A Chapter Retreat

Sample Itineraries for a Chapter Retreat

This outline contains three possible itineraries for retreats. Hopefully, your chapter can adopt one of these outlines. The retreat should take place during the summer, either after school lets out, or right before school starts in the fall. This sets the stage for the rest of the year. The earlier this is done the better for everyone involved.

Notes:

1. Hold the retreat away from campus, rent a hall, use someone's apartment, a parent's house, a campground, etc. to minimize distractions and maximize commitment to the retreat. All Brothers should participate. 2. Plan the agenda before you go. Don't hesitate to ask for help. Invite a Grand Officer, Regional Officer, a faculty member, the Advisor, or an alumnus to help in the process. 3. Set the working agenda first and adhere to it. Socialize after the work is accomplished. Insert group strengthening exercises in between sessions when the meeting starts to drag. 4. Assign a different Brother to act as moderator of each event. 5. Travel together as much as possible.

Retreat #1: Weekend Retreat 1 ½ days

Friday, P.M.

7:30 - 8:00 P.M. Arrive, unpack (no alcohol until after 10:30 P.M.) 8:00 - 8:30 P.M. Ritual Recap: reinitiate the oldest Brother in attendance using pg. 65-75 of the Ritual 8:30 -10:30 P.M. Common Goal Setting using Nominal Group Technique Handout Answer common question like: What do we want to achieve? 10:30 -???? Informal discussions, relaxation, snacks, beverages

Saturday, A.M. 8:00 - 9:00 A.M. Breakfast (cereal, fruits, milk, coffee, juices, etc.) 9:00 -10:30 A.M. Begin Strategic Planning Workshop Handout Part I 10:30 -10:45 A.M. Break 10:45 -12:00 Noon Begin Strategic Planning Workshop Handout Part II 12:00 - 1:00 P.M. Lunch (subs, hot dogs, pizza, etc.) 1:00 - 3:00 P.M. Finish Strategic Planning Workshop Handout Part II - Action Plan 3:00 - 5:00 P.M. Complete Chapter Self-Evaluation Report - listing strengths and weaknesses from morning session 5:00 - 6:00 P.M. Formal meeting - practice opening and closing meeting use pg. 13-20, reinitiate the youngest Brother with pg. 49-56, and close meeting with pg. 21 of the Ritual 6:00 - 8:00 P.M. Dinner (spaghetti supper, cookout, etc.) 8:00 - 8:30 P.M. Clean up and pack 8:30 - ???? P.M. Depart and return to campus Retreat #2: One-Day Retreat

Saturday, A.M. 7:30 - 8:00 A.M. Arrive, unpack, Breakfast (juice, coffee, pastry, etc.) 8:00 - 8:30 A.M. Ritual Recap: reinitiate the oldest Brother in attendance using pg. 65-75 of the Ritual 8:30 -10:00 A.M. Common Goal Setting using Nominal Group Technique Handout Answer common question like: What do we want to achieve? 10:00 -10:30 A.M. Break 10:30 -12:00 Noon Complete Strategic Planning Workshop Handout Part I 12:00 - 1:00 P.M. Lunch (subs, hot dogs, pizza, etc.) 1:00 - 3:00 P.M. Complete Strategic Planning Workshop Handout Part II - Action Plan 3:00 - 5:00 P.M. Complete Chapter Self-Evaluation Form - listing strengths and weaknesses from morning session 5:00 - 6:30 P.M. Formal meeting - practice opening and closing meeting use pg. 13-20, reinitiate the youngest Brother with pg. 49-56, and close meeting with pg. 21-22 of the Ritual 6:30 - 8:00 P.M. Dinner (spaghetti supper, cookout, etc.) 8:00 - ???? P.M. Clean up, pack, and return to campus

Retreat #3: Two-Weekend or Two Day Retreat

Weekend or Day #1

Saturday, A.M. 8:30 -10:00 A.M. Common Goal Setting using Nominal Group Technique Handout Answer common question like: What do we want to achieve? 10:00 -10:30 A.M. Break 10:30 -12:00 Noon Complete Strategic Planning Workshop Handout Part I 12:00 - 1:00 P.M. Lunch (subs, hot dogs, pizza, etc.) 1:00 - 3:00 P.M. Complete Strategic Planning Workshop Handout Part II - Action Plan 3:00 - 5:00 P.M. Complete Chapter Self-Evaluation Report - listing strengths and weaknesses from morning session.

Weekend or Day #2

Saturday, A.M. 9:00 -10:30 A.M. Ritual Recap: reinitiate the oldest Brother in attendance using pg. 65-75 of the Ritual 10:30 -11:00 A.M. Break 11:00 -12:00 Noon Formal meeting - practice opening and closing meeting use pg. 13-20, reinitiate the youngest Brother with pg. 49-56, and close meeting with pg. 21 of the Ritual 12:00 - 1:00 P.M. Lunch (subs, hot dogs, pizza, etc.) 1:00 - 2:00 P.M. Review Action Plan from Strategic Planning Workshop Handout Part II 2:00 - 3:00 P.M. Review Pledging and Rush procedures, listing strengths and weaknesses 3:00 - 4:00 P.M. Review Committee Structure and fill out preference forms, place everyone on committee 4:00 - 5:00 P.M. Discussion and analysis of Retreat Strategic Planning Workshop Handout Part 1

The purpose of strategic planning is to work together to plan the activities of the Chapter in advance. The time to do this is during the summer. In order to plan, the Chapter must know what it wants to do. Once priorities have been set, then the Chapter must find a way to accomplish these goals. Strategic planning will help the Chapter do both. By establishing overall objectives and program resource priorities, the strategic planning process provides the framework within which the Chapter can develop action plans.

Part I of the Strategic Planning Handout is begun by completing the Nominal Group Technique exercise. In this exercise, the Chapter (or the Executive Committee) reviews the top goals of the Chapter and discusses the possible ways to accomplish them. Use the Nominal Group Technique Handout to decide on the Chapter's goals. Go to Nominal Group Technique Handout now.

After completing the Nominal Group Technique: 1. Review the top goals generated with Nominal Group Technique.

2. Discuss the following questions: A. Are all the goals consistent with each other? Are there obvious conflicts, such as "promote high academic achievement" and "maintain files of old labs and term papers"?

B. Is there strong agreement on the top ten ideas? Was there consensus about the top four or five items, but then a tight voting distribution among the next dozen options?

C. Which ideas are nebulous, benevolent ideas and which are real, tangible, measurable activities? What is the difference?

3. After exhausting the discussion on question 2, take a break and return later for Part II. Nominal Group Technique Handout

1. Each Brother spends 5 minutes silently writing down single-word or short phrase answers to the question "What are the specific goals I want my Chapter of Phi Delta Chi to achieve? No talking is allowed! All thoughts and ideas should be written down, no matter how off-the-wall or unconventional. Do not use the words "Fraternalism" or "Brotherhood" since they are too vague and universal.

2. Everyone assembles in a half-circle around a blackboard or poster easel. A recorder asks for one answer from each Brother in sequence around the circle and writes the answers down on the poster paper or blackboard. No comments are allowed from the other Brothers, no criticism, nor any compliments. This format prevents dominant members from monopolizing discussion. Even the shy Brothers have full opportunity to provide input.

3. Each Brother in turn contributes an idea, going repeatedly around the circle. The recorder contributes the first idea in each round and writes it on the media provided. Each item should be numbered sequentially. Duplicate answers should not be repeated, but new ideas generated by a previous comment are allowed. Brothers who have contributed all their ideas may say "pass" and the recorder goes to the next Brother. If a Brother who has said "pass" subsequently thinks of a new idea, he or she may contribute it at his or her next turn. This process continues until everyone around the circle says "pass".

4. The recorder repeats each idea in turn and anyone who is confused about the meaning of the item should ask for clarification, but arguments for or against the idea are not allowed. The rules-keeper should be alert here to deny attempts at argument or persuasion.

5. From the list, Brothers choose their favorite ideas. Use index cards as secret ballots. Each Brother can vote for ten percent (10%) of the total number of contributions. For example, if 64 ideas were generated, each Brother should cast seven ballots, assigning 7 points to his/her favorite idea, 6 points to the next favorite, then 5, 4, 3, 2, and then 1 point for least favorite idea. To assure counting accuracy: ask each participant to print the point value on each card in the upper left-hand corner. Then the voter should put the number of the idea in the lower right-hand corner of the card. Make sure Brothers do not invert these numbers. See attached example.

6. All the vote scores are added up and reported to the Chapter. The top vote getters should be considered as the top priorities of the Chapter.

Adapted from PDC's Leader-Development Seminar; John Grabenstein, Ed. EXAMPLE: NOMINAL GROUP TECHNIQUE INDEX CARD

Points = X

ITEM # Y

X number of points for item (goal) Y. Higher X values for higher preference. Sort the cards by the item number. Add the X points to get top goals.

The most points win and this is the top goal of the Chapter. Strategic Planning Workshop Handout Part II

After discussing all the goals of the Chapter, it becomes necessary to put these goals into motion and the Action Plan helps you do this. Try to limit the work to no more than four goals.

1. Use one large piece of poster paper, or one blackboard for each goal identified earlier. Write the goal at the top.

2. Divide the media into two sections:

Short Term Long Term

3. List specific actions under each heading for each goal. For example, if the goal is "increase professional image," the following Action Plan could be written:

Short Term 1. Conduct blood pressure screening on campus 2. Wear professional clothing on specific day (Ties, dresses) 3. Etc.

Long Term 1. Establish monthly Pharmacy Newsletter 2. Produce Drug Abuse Play for grade school kids 3. Etc.

4. Make sure the actions will accomplish the goals. Be realistic. If you can't do something, don't put it down.

5. Identify the specific Brothers responsible for specific events. An example would be selecting a blood pressure committee and chairperson. Assign volunteers to the action at this time. See attached Action Plan example.

6. Set an exact time line for each action. For example, if a committee is set up, set the target date for the first screening. Decide what day to wear lab coats, etc.

7. Post the Action Plan for each goal in the Fraternity house, wing, or meeting room. Review the Action Plans to assess progress at each meeting. Type up the Action Plans and distribute to all Brothers.

8. Remember that each long-term action plan should also have a time line. For example, by next year the monthly newsletter will be published.

9. Fill out the Chapter Self-Evaluation Report. ACTION PLAN EXAMPLE

List: Action, Brothers responsible for Action, due date/time line

Goal #1: Improve Professional Image

Short Term

Task Team Target 1. Blood Pressure Screening on Campus Joe, Chair October 1 2. Professional Dress-up Days (Ties, dresses) Whole Chapter Wednesdays 3. Etc.

Long Term

Task Team Target 1. Establish Monthly Pharmacy Newsletter Mark, Chair Spring of Next Year 2. Produce Drug Abuse Play for Grade School Lisa, Chair Next Fall 3. Etc.

Goal #2: Improve Social Activities of Chapter

Short Term

Task Team Target 1. Movie Night Ginger, Chair Once a Month 2. Dinner Club Ron, Chair Once a Week 3. Chapter Party Ginger, Chair Once a Semester 4. Etc.

Long Term

Task Team Target 1. Establish a Yearly Banquet Ginger, Chair Next Spring 2. Chapter’s Seventy-fifth Anniversary WAL, Alumni Chapter Two Years from Now 3. Etc.