Planning A Successful Law Firm Retreat

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imageby Jim Wagoner, CPA | Partner, Director of Tax Services | Team Leader of the Professional Services Group

Caught up in the daily grind, it can be easy for partners and associates to lose sight of broader issues likely to affect the firm’s future. A retreat can provide a welcome opportunity for lawyers to focus on how best to achieve their goals, both individually and as a firm, while also offering a chance to relax and socialize in a less formal setting. But for a retreat to be successful, advance planning is essential.

While retreats are organized mainly for the purposes of strategic planning and team-building, law firm retreats usually also involve extended meetings or presentations. A retreat may be attended by the firm’s partners only, or by all associates and staff. In some cases, the partners may want to meet outside the confines of their office to discuss a specific matter or to work on more general strategic objectives. Ideally, a retreat will provide a setting for lawyers, particularly those who do much of their work independently, to get to know one another better and to build stronger working relationships.

Planning a retreat entails considerably more work than simply booking an attractive venue and establishing an agenda. Even after the primary objective of the retreat has been decided, it is useful to get some input from the participants about the specific areas that interest them, and in what format they would prefer these issues be presented and discussed. This can be done by surveying a representative sample of participants or by conducting focus groups or individual interviews. The feedback gathered from these surveys should be taken into account relatively early in the planning process.

For certain types of retreats, it may make sense to hire an outside facilitator to lead discussions. A trained facilitator may not be well-versed in the subject matter, but he or she will know how to smooth out conflicts as they arise and ensure that the sessions remain on topic and on schedule. Given the hierarchies prevalent in many firms, facilitators can be also useful in encouraging participation by people at all levels of the organization. If breakout sessions for more in-depth discussion or brainstorming are planned, it may be necessary to have a number of facilitators on hand to lead each group. Depending upon the objectives of the retreat, it may also be useful to bring in experts from outside the firm, or even the legal profession, to make presentations or conduct educational sessions.

Particularly when the subject matter to be discussed during the retreat is more technical, organizers should consider distributing background materials to participants prior to attendance. While perhaps not all of the participants will read the materials, those who do will come to the discussion better prepared and informed, and less time will be wasted answering questions.

It is, of course, essential to appoint one person to keep a record of the main points raised in the course of the meeting, of any conclusions reached, and of any agenda items that will require further action. A summary of these minutes should be distributed to participants at the end of the retreat or after they return to the office. In some cases, it may also be helpful to have a follow-up meeting to discuss the outcome of the retreat and any remaining businesses.

While retreats are often held to address serious matters relating the management of the firm, it is also important to include some time in the schedule for fun and relaxation. Offering lawyers the chance to participate in recreational activities is not just a reward for hard work – it can also improve morale, encourage collaboration, and spark creativity.

If possible, choose a venue for the retreat that offers an array of leisure activities. While it is best not to pressure anyone to take part, most retreat attendees will likely rise to the challenge. Once loosened up by an unfamiliar and invigorating activity, it will be easier to tackle the business at hand with greater energy and fresh perspective.