Team Retreat 2024: Road to Self Discovery

Project Description

A class assignment where we were asked to carry out a project for one of the companies a classmate is employed at. The Team Retreat 2024: Road to Self Discovery is designed to address issues regarding lack of motivation and lack of effective communication within the workplace.

Please note: Company name was replaced with "ABC Research" and Project team member names, along with the stakeholders list were not disclosed due to privacy reasons.

*Select sections summarized.

Project Objectives

• The project objective for the "Road to Self-Discovery" Team Retreat at ABC Research is to strategically design and execute a comprehensive program that addresses both the professional and personal development needs of the team. The primary goal is to foster a more cohesive, communicative, and collaborative work environment while promoting individual growth and self-awareness among the employees.

Key objectives for the project include:

•  Create an environment that encourages open communication, breaks down silos, and promotes constructive collaboration among team members.
•  Help employees understand their strengths and weaknesses through self-discovery activities, enabling them to enhance their productivity and effectiveness in the workplace.
•  Foster a supportive and inclusive team culture that values individual differences, promotes mutual respect, and encourages teamwork.
•  Build trust and strengthen relationships among team members, fostering cohesion and a sense of unity within the team.
•  Develop a comprehensive schedule of activities, sessions, and events that cater to both team-building exercises and self-discovery sessions. Arrange accommodations, venue bookings, budget reports, transportation plans, and all necessary materials for a successful retreat.
• Identify potential risks associated with the retreat and develop strategies to mitigate or address these risks effectively during the event.
•  Create communication plans and materials to inform and engage participants, ensuring everyone is well-informed about the activities, objectives, and expectations for the retreat.

Project Overview

Problem or Issue

The team faces challenges such as communication breakdowns, siloed work, and a lack of synergy. These issues hinder their ability to respond swiftly to market changes and capitalize on emerging opportunities. The retreat presents an opportunity to address these concerns, encouraging team members to share perspectives, identify bottlenecks, and collectively brainstorm solutions.

Purpose of Project

The Purpose of the Team Retreat 2024 - Road to self discovery is to plan a 4 day, 3 night all inclusive trip for the employees at ABC Research, to help strengthen team collaboration and to explore the topic of self discovery. At ABC Research, overall wellbeing is a very important value. By truly understanding ourselves, we are able to help our employees advance in their career as well as support them in their personal journey of self love.

Business Case

Currently, our team faces challenges such as communication breakdowns, siloed work, and a lack of constructive collaboration. These issues hinder our ability to respond swiftly to market changes and capitalize on emerging opportunities. The retreat presents an opportunity to address these concerns, encouraging team members to share perspectives, identify bottlenecks, and collectively brainstorm solutions. 

The self-discovery component of the retreat will also allow staff to better understand their own strengths and weaknesses, improving their motivation and productivity in the workplace.

Goals and Metrics

• Improve staff productivity in the workplace.
• Enhanced team collaboration in the workplace.
• Improved understanding of individual strengths and weaknesses.
• Foster a supporting and include team culture.
• Increased trust and cohesion within the team.

Expected Deliverables

• Detailed schedule of activities, sessions, and events .
• Venue booking and providing detailed information about the same to the team including details about location, accommodation, meeting spaces, etc. 
• Budget reports including fees for the venue, meals, materials, and other expenses included in the retreat.
• Travel and transportation plans which will include itinerary, arrangements and all the required documentation for all participants. 
• Team-building activities include team-building exercises, workshops, and other activities that will take place during the team retreat. 
• Preparation of presentations, handouts, and other resources that will be used during the retreat. 
• Communication plans and materials where the participants will be informed about the activities taking place during the retreat to inform participants about the retreat. 
• Risk management plan, outlining the potential risks and a plan to address the same during the retreat.

Project Scope

Within Scope

• Employees at ABC Research.
• A Team Retreat that focuses on self discovery and team collaborations.

Outside of Scope

• Non ABC Research Employees.
• Activities that do not promote team collaboration and self discovery.

Retreat Schedule

Retreat Schedule along with the Microsoft Project built for the Project

Risk Assessment

Logistical Issues: Plan well in advance, conduct site visits, and have contingency plans in place so there are no issues accommodations, transportation, or other facilities.

Budget Overruns: Monitor expenses closely, set a clear budget, and consider cost-saving measures so that the retreat may not exceed the allocated budget.

Weather or Environmental Factors: If weather conditions disrupts the trip activities ensure there are indoor back up plans.

Technical Issues: Technical equipment, such as projectors or sound systems, may malfunction so we need to perform equipment tests in advance and have backup equipment available.

Health and Safety Concerns: Implement safety protocols, have a first-aid kit on hand, and ensure access to medical facilities if needed.

Participant Conflicts: Prepare in advance conflict resolution strategies in case of conflicts among participants.

SWOT Analysis

Strengths

• Improvement in leadership and coordination (Weight: 8)
  • Effective leadership on this project allows for smooth organization and planning. 
  • This can also help build better trust between the leader and their team members.
• Increased open communication and trust within the team (Weight 8)
  • As the retreat aims to improve team bonding, the successful execution of this project can lead to increased communication and trust in the team - benefiting the company in the long run.
• Improved team dynamics (Weight 9)
  • Team bond activities will allow for a strong foundation for positive team dynamics.
• Increased self-discovery (Weight 9)
  • Self-discovery allows employees to gain a clear sense of purpose and direction in life.
  • This can improve relationships, decision making and wellbeing.
  • All qualities that are beneficial to both their personal and professional life.

Weaknesses

• Limited Budget (Weight: 9)
  • The budget constraints may limit the choice of venue and quality of activities.
• Lack of Previous Team Retreat Experience (Weight: 6)
  • Lack of experience in organizing team retreats may lead to oversights and suboptimal planning.
• Limited Accessibility to the Retreat Venue (Weight: 7)
  • Accessibility issues to the chosen venue may deter potential attendees.

Opportunities

• Growing Market for Team Building (Weight: 7)
  • A potential to tap into an expanding market of companies investing in team-building events.
• Sponsorship and Partnership Possibilities (Weight: 8)
  • Opportunities to secure sponsorships or form partnerships for additional resources.
• Potential for Networking and Collaboration (Weight: 7)
  • Networking opportunities could foster future collaborations and partnerships.

Threats

• Weather-Dependent Outdoor Activities (Weight: 8)
  • Unpredictable weather conditions could affect planned outdoor activities.
• Technological Glitches during Presentations (Weight: 7)
  • Technical issues during presentations may hinder the overall success of the retreat.
• Shifting Economic Trends (Weight: 8)
  • Economic fluctuations may impact sponsorships, funding, and participant registrations.

Recommendations to mitigate the risks: 

• Explore creative funding options, such as seeking additional sponsors or adjusting the budget allocation to prioritize key elements.
• Implement a detailed project management plan with clear timelines and delegate responsibilities efficiently.
• Develop alternative indoor activities or have backup plans in case of adverse weather conditions.
• Utilize a mix of online and offline channels to maximize reach and counteract the impact of competing events.
• Negotiate transportation options or consider alternative venues with better accessibility for participants.
• Conduct pre-event technology checks and provide training for presenters to minimize the risk of technological glitches.

PESTLE

Political

• Organizational politics may affect the team dynamics.
• Political stability ensures a safe and supportive environment for the retreat.

Economic

• Economic stability allows for a well funded retreat.
• Economic downturns may affect budget allocations.

Social

• Embracing diverse cultures enhances team understanding.
• Varied cultural backgrounds may lead to communication challenges.
• Resistance to new social norms may lead to the resistance towards planned self discovery activities.

Technological

• Technical issues may disrupt planned activities.
• Over-reliance on technology may hinder personal interactions.
• Online platforms may be used for cultural activities.
  • Such as the guided painting session.

Legal

• Compliance with legal standards ensures ethical team building.
• Legal frameworks support employee team building.
• Legal restrictions may be put on certain activities.
• Privacy concerns related to self assessment tools and data such as the Big Five Truity test being used.

Environmental

• Outdoor activities promote the connection with nature.
• Unpredictable weather may affect outdoor activities.
• Ensuring environmentally friendly practices during the retreat.

Procurements

During the planning process of this team retreat the following procurements will take place to make this experience memorable and successful.

• Venue and accommodation for this event. That will include resort, hotel rooms for all participants for the duration of the retreat.
• Transportation will be provided to all participants from the hotel to different locations where activities will take place.
• Food services will be provided to all participants and guests during the duration of the retreat.
• All required equipment needed to facilitate the activities, presentations, discussions during the retreat will be purchased or rented.
• Guest speakers will be contracted to train, and lead the workshops and sessions planned during this retreat.
• Printed promotional brochures, agendas, information packages, items like shirts, tote-bags, corporate gifts for the attendees during the retreat.
•  Decorations to create a welcoming and engaging environment.
• Photographer to make this event memorable.
• Seek sponsorship from different clients of the company.

Human Resources Involvement

Human Resources (HR) involvement during this team retreat will include:

• During this Team retreat, HR will participate in the Team building and the scheduled workshops. During these workshops the HR will cover HR-related topics including effective communication, conflict resolution and team dynamics. The team members will have the opportunity to discuss and ask questions related to the mentioned topics.
• By designing the activities in such a way that they will foster a sense of belonging, job satisfaction, promotion of a positive workplace, the HR will enhance employee motivation, satisfaction, and engagement. All participants in this team retreat will get the opportunity to engage in different discussions with the HR, including career planning discussions.
• During the Team retreat HR will put emphasis on professional and career development, mentorship and setting goals. Another important thing during this retreat is that HR will include activities regarding a very important aspect such as promoting mental-health and wellbeing of the employees, activities for stress reduction and enhancement of work-life balance.
• HR will be actively involved in the activities related to communication, conflict resolution and team building. They will conduct regular feedback sessions with the intention to assess the impact this retreat has on the team cohesion and engagement. Sessions on conflict resolution and team-building activities/exercises will be included to improve the team collaboration. Discussions regarding diversity and inclusion will be included to promote a more inclusive work environment.
• Networking events to encourage interaction and understanding of how the organization works. Employees will be awarded to celebrate the dedication and performance in the company.
• At the end HR will administer a post retreat survey to see how this activity changed the team dynamics and engagement. That will help in the future improvement of team bonding and planning similar activities in the future.

Quality Standards

The retreat aims to improve teamwork, communication, and problem-solving skills among participants, enhancing cross-functional collaboration. Following Quality Criteria is applied for the success of the retreat:

• Assess participant satisfaction with the retreat and ensure a high percentage of participant’s report satisfaction.
• Participants demonstrate measurable improvement in teamwork, communication, and problem-solving skills based on pre- and post-retreat assessments.
• There should be no accidents or incidents that compromise participant safety.
• There should be violation of legal and regulatory requirements.
• Activities and sessions should start and end according to schedule with no significant deviations from the agenda.
• The retreat does not exceed the approved budget without proper justification.
• All participants receive essential information, materials, and updates in a timely and organized manner.

Cost Plan

Finalized Cost Plan calculated in December 2023

Potential Management Strategies

• Identify stakeholders and examine what motivates them
  • Stakeholders are important as they can directly and indirectly impact the work. By keeping them motivated, it allows them to positively impact the project, leading to successful outcomes
• Maintain clear communication (communications plan)
  • Maintaining clear communication ensures every all opinions are valued, keeping stakeholders happy
  • Clear communication also allows for mutual agreement among the team, leading to decision that best align with project goals
• One on One Stakeholder Meetings
  • Having one on one stakeholder meetings allows less pressure in the conversation, leading to clearer and calmer conversations
    • This can also allow for time to explore their viewpoints of different solution, ensuring rational decisions are made
• Developing a decision/responsibility matrix
  • This ensures roles and responsibilities are clearly outlined, minimizing misunderstandings and miscommunications that can lead to delayed project outcomes.

Retreat Itinerary

Retreat Itinerary sent to ABC Research employees who are attending the retreat

Activities Rationale

Morning Hike

• Team Building: Hiking naturally requires the reliance on others to move forwards. As a result, putting employees in the environment to remove obstacles in order to reach the destination is a natural way to build teamwork. 
• Self Discovery: Hiking is proven to enhance concentration and improve productivity. Going on hikes also allows a mental break from the craziness of life which may help aid in self discovery. 

Optional since some staff may not be able to perform that type of physical activity

Breathwork Workshop

• Team Building: Promotes shared experiences as all attendees are engaging in the exercise together. As a result, employees can discuss their thoughts and feelings on the different exercises encouraging team building.
• Self Discovery: The practice of breathwork can disinhibit certain areas of the brain reducing psychological defenses and allowing the safe release and processing of suppressed emotions and experiences. This as a result can allow one to think more clearly and reduce feelings of anxiety. This helps aid in self discovery as the removal of some stressors may allow you to refocus your attention to improving and finding your own identity.

Break - Self Exploration

• Team Building: Allows individuals to explore the area at their own pace, fostering independence and trust. This also allows employees to come together later and talk about what they saw. On the other hand, employees may choose to explore Banff together, fostering stranger relationships.
• Self Discovery: Offers the opportunity for personal exploration and discovery.

Trivia Night

• Team Building: Encourages collaboration as teams work together to answer questions. Moreover, employees may be able to discover like minded individuals, forming new professional relationships.
• Self Discovery: Participants may discover hidden talents or knowledge within themselves, granting them more confidence.

Guided Painting Session

• Team Building: Collaborative painting sessions encourage communication and creative collaboration. This shared experience may also allow for further discussions.  
• Self Discovery: Painting allows individuals to express themselves through art. This helps provide insights to personal creativity. Moreover, individuals may realize they like painting or are good at painting and may want to take it up as a hobby, fostering self discovery and improvement.

Personality Test & Workshop

• Team Building: Understanding each other’s personalities can enhance team dynamics and communication. 
• Self Discovery: Employees can gain insights to their own strengths, preferences and potential areas of growth. This can aid in personal development as well as career development.

Communication Styles Seminar

• Team Building: The communications styles seminar can help understand differences within the team which can help improve collaboration, enhance team dynamics and settle conflicts that could potentially be related to differences in communication styles.
• Self Discovery: Identifying your own communication styles can allow you to understand how you are perceived by those around you, recognizing strengths, addressing challenges and improving yourself if needed. This can aid in both personal growth and career development. By making changes where necessary, it also makes contributions to a supportive communication culture, helping enhance overall well being and job satisfaction.

Campfire Talks

• Team Building: This informal setting allows a team to bond, share stories and build connections outside of work topics. 
• Self Discovery: Allows individuals to open up and share personal experiences that can help connect with themselves on a deeper level, finding deeper, truer meaning to their own life.

Accommodations - Learning Styles

• Visual Learners
  • Visuals aids will be used for all presentations.
  • Color coding items.
  • Providing lists.
• Kinesthetic Learners
  • Hands on activities such as:
    • Guided painting.
    • Breathwork.
    • Hiking.
• Auditory Learners
  • Encourage discussions.
  • Recording of workshops and seminars for employees to watch later on.
  • Lecture style presentations.
• Reading & Writing Learners
  • Allow for note taking during presentation, workshop and seminars.
  • Concepts and content to be written out to help these employees better understand.
  • Provide additional resources they can read to help with deeper understanding of concepts presented in the seminars and workshops.

Accommodations - Accessibility

• Closed captioning will also be added to all presentation to accommodate our employees who require these accessibility requirements.
• A questionnaire will also be sent out prior to the team retreat to ensure all accessibility needs are cared for. 

Physical Accessibility

• Are there physical accommodations you require in the facilities?
• Do you have mobility issues we should be aware of?

Visual Accessibility

• Are there specific needs related to visual accessibility?
• Do you require large format printing on materials or printing in special formats to aid in visibility? 

Hearing Accessibility

• Are there specific needs related to hearing accessibility?
• Do you require sign language services?
• Do you require closed captioning services?

Communication Preferences 

• What is your preferred method of communication
• Are there specific tools or technologies that can help assist you in communication?

Assistive Technology

• Do you use any assistive technologies or devices that we should be aware of?
• Are there any specific software or apps that can help enhance your accessibility?

Additional Needs

• Are there any other accessibility needs or considerations you would like to share?

Participation Preferences 

• Are there any specific ways we can support your full participation in our team retreat?

Backup Plan - Staycation

Staycation plan to Niagara Falls in preparation of budgeting changes, environmental issues or other barriers that may play a role in impacting the retreat taking place in Banff.

Lessons Learned

What worked:

• Clear Vision: A well-defined vision for the Team Retreat 2024 - Road to Self-Discovery.
• Clearly defined Roles and Responsibilities of each member: As each member understood their roles on the team, we were able to all work effectively to get our tasks done upon scheduled timelines. This also meant there were little misunderstandings about what each member had to finish each week.

What did not work:

• Inadequate communication among the team: With the team contract addressing how communication will be handled on the team, it still led to insufficient communication on the team, hindering project timelines. Although weekly meetings were held with all members in attendance, there was often little discussion and just a delegation of tasks, this led to misunderstandings later on in the week, leading to project delays.
• Inadequate skills/experience: Although the project was selected based on the skills and experience team members had, there were still tasks that members were not experienced with, leading to delays in task completion or unsuccessful completion of tasks. This as a result significantly impacted the successful completion and execution of the project.

Action(s) to take:

• Implement a communications plan among the team: Although the team contract was a good starting point for setting up communication methods, a communications plan was much needed. The plan would have helped establish a stronger communication method, preventing possible miscommunications and would have allowed for more successful task completion.
• Ensure adequate skill set on the team: To ensure the team consists of members with adequate skill sets and experiences, it is recommended to contact the human resources department for the Human Resources Inventory.