Retreat Planning - Running Meeting Notes

Timekeeping Techniques

• Play Golden Globe/Oscars music to indicate that time is ticking

• Yellow flag, red flag

Facilitation Techniques

• Pass the ball to speakers

Small Group Facilitation

• Random selection - Role a Dice

  • Highest role - Faciliator

  • Second highest role - Scribe

Prework Items

• Agenda

• Twitter Profile

• Guiding Principles

• Meyers Briggs Personality

• SOAR analysis

Prize Bingo Winner

Amazon Giftcard

Fidget Items

Snacks

• Seaweed

• Gluten free snacks - Pirate Booty

• Chocolate

• Water

Meyers Briggs

Colored cards with each letter

One-page printed handout - What's your personality type?

To-Dos

Supply List

• Flip Charts- one for parking lot, one for SOAR analysis

• Poster Paper (long)- SOAR analysis, timeline mapping

• Fidget items (silly putty, pipe cleaners..)

• Colored dot stickers

• Post-it notes (various colors)

• Markers

• Pens

• Pads of paper

• Infection Prevention & Control items- sanitizer/masks/ rapid tests

• Name tents

• Paper packets or e-packets?

• Timekeeper cards (Kathy has those)

Facilitators

• Assignments

• Preparation

Agenda

• When do we want to have the Agenda finalized?

• What happens after we finalize the agenda? Do we need to send to Communications for polishing?

Send guiding principles survey week of January 3rd

Send prework (profile pic and personality exercise) week of the 9th

Finalize supply list for Emily by January 11th

Event Title

Open

One vote received via direct email- CADalyst

Announce the event name - TBD

Facilitator Response

1 External
2 Internal
3 External Josh Lasky, and/or a team member
4 I don't have a preference.
5 External facilitator unfamiliar with our goals, too much of a lift. Let's stretch and identify 2 or 3 facilitators with demonstrated expertise at facilitating meetings, keep people on track.
6 External
7 Either way is fine with me!
8 I was looking forward to working with Josh Lasky
9 External
10 Internal - we have lots of experts - LeeAnn, Wanda, Julia, Meg.
11 Internal
12 Can there be an internal and external facilitators for the event? I think a collaborative effort to facilitate the event would bring informed ideas with knowledge of CAD working environment.
13 N/A
14 Either one
15 Hard to say without knowing the structure. I think it would be ok to have multiple internal facilitators (one per section/session/activity) but not a single facilitator. A single facilitator from the CAD staff would not experience the Cantata ;-) in the same way as the rest of the staff and that does not seem fair. I don't know if the budget can support an external facilitator.
16 Internal
17 External
18 A mix of both internal for team building/bonding activities and external for strategic planning.
19 External
20 LeeAnn :) Or my friend Jeanne Rossomme (an AMAZING -truly gifted- facilitator/contractor) http://www.roadmapgrowth.com
21 no preference
22 Internal would be preferable with CAD leadership facilitating the retreat discussions, sessions and activities to foster trust/ direction. However, if external, I would suggest working with LINK, the organization that had previously been leading the strategy planning of the retreat.
23 Internal
24 Internal, the senior fellows!
25 I think our clinical fellows would be excellent facilitators.

Schedule meetings with designated facilitators by date to prepare for CADalyst.

Will discuss further during review of agenda and with leadership

Gary Campbell (Lynchburg, VA Johnson HC)

Strawman Agenda

Feedback

Session Assignments (Facilitators)

Room setup and supplies- fidget items, poster board/flip charts, markers, folders w/handouts, sanitizer/masks/tests, colored dots, name tents

Guiding Principles prior to CADalyst

Assign tasks for the following:

1. Fidget Items

2. Activity Supplies- poster board/flip charts, markers, folders w/handouts, name tents, sticker dots

3. Infection Prevention & Control items- sanitizer/maks/tests

4. Facilitator Support

Resources Added to Event Page

Event Title

Good Trouble Required
CADalyst :)
Embracing the CAD of the Future
I'm boring and I like simplicity... "retreat" is a commonly used term and therefore clear and straightforward. If the name is going to be different, it should clearly reflect the purpose of the gathering.
I don't have any ideas, but I think we should rename our Division, too - maybe the name of the retreat could be part of a larger contest to rename our Division to reflect what we really do!

The CAD Cantata (a piece of music played/sung by many, in different movements)
The CAD Strategy Scrum
reTREAT, reALIGN and RESPOND (P.S., I'm horrible at all things creative)
CAD 2023 Winter Retreat (not too creative, but tells the story!)
CAD Retreat- Connect and Communicate
CAD in CAD: Collaboration And Development in Clinical Affairs Division (sort of a play on words/acronym. Along the lines of "hand in hand")

Idea- Send out a Poll with response back by 12/16/2022?

Prework Considerations

Ask- Provide a List of Health Centers and Respective Projects

Idea- Have each team member create their own persona-storyboard for Meet-N-Greet

Virtual Attendee Integration & Participation

Themes & Insights

1. Strategic Planning (Defining Vision and Direction; Assessing Where We Are, Determining Priorities and Objectives, Defining Responsibilities, Plan to Measure and Evaluate Progress/Results)

   1. What are NACHC’s Metrics and what is CAD responsible for?

   2. OKRs

   3. Kathy - Current state is vertical and by teams. Opportunity is matrix management

2. Team Building & Bonding (Getting to Know Each Other)

3. Cross-Team Collaboration (Working Together More Effectively & Efficiently)

4. Standardization (Tools, Resources, Process [Lean work update])

5. Good Food/Snacks

   1. Food- allergies, dietary considerations and restrictions

6. COVID/FLU/RSV/BUGS

   1. Infection Prevention Efforts- Hand Sanitizer, Masks, Colored Dots/Lanyards/Bracelets (Green, Yellow, Red), Rapid COVID Tests

7. Unique considerations

   1. Fidget items- colorful pipe cleaners in jars spaced around the room (contest with the most creative piece), stress ball

   2. CAD Etiquette (meetings [in-person and virtual], communications [email, Teams])

Where do we perceive overlap?

“Science Fair” Description

Review of Next Steps & Action Items

Confirm “Retreat” Start/End times for Day 1 & Day 2

All

40 Total Staff

• 38 staff on Day 1 (Full Day)

  • Open breakfast at 8

  • Begin at 9

  • End at 4

  • Julia will organize Happy Hour.

• 36 staff on Day 2 - (Half Day)

  • Open breakfast at 8

  • Begin at 9 - Innovation activity.

  • Lunch at 12

  • Optional reconvening at 2 or 230 for Science/Job Fair. End at 4

Location

Hyatt Regency

Are we ready to rename the “CAD Retreat”

All

Developing a draft agenda (what are the high-level topics we want to cover during the “sessions”)

All

• Icebreaker/Introduction - If you could wake up tomorrow having a skill that you don’t have, what would it be?

• Activity - Understanding strengths outside of work.

• Future of CAD - Hybrid, remote work. Retention and productivity. How we work (90 mins)

  • Support for all staff.

  • Engaging with each other.

  • Engaging with health centers.

  • Break into groups - think tank.

  • Discussion about ideal state

  • Failure points - pains and gains.

  • Assumptions about health center interactions.

  • Health center interaction (30 mins).

• Should NOT have lengthy presentations. Maybe sessions before the meeting for to learn about CAD teams.

• Activity - Opportunities for collaboration.

• Activity - Professional development (probably Day 2)

True Colors Pre-Work possibilities

LeeAnn/Liz

• Everyone puts together their own persona - individual level.

• Storytelling - individual level.

• How can people with different personalities work together?

Agenda items to accomplish next meeting

All

New name

Prework instructions

Other topics time permitting 

All

We discussed using CAD staff meetings to do some pre-work (help me out here, @Elizabeth Breidenbach , as I had to step away for a delivery), with the first planned pre-work to be on ??, and discussed creating a Confluence space and we discussed the poll Liz sent out to redetermine the CAD Retreat date to the first few weeks in October; the poll closes Monday.

We continued the previous conversation and focused on what we’d like to get out of the meeting, pinning down the date (we had originally planned for 9/15-16) and determining whether we had a 1 day, 1-1/2 day, or 2-day event, and whether that would include an evening dinner and/or hors d’oevres social/networking opportunity. We landed on 1-1/2 days with an evening dinner/social/networking in between.

We focused on choosing a date and time and discussing what we’d like to get out of the CAD retreat.