Core Retreat 2005

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Core Retreat 2005

• Tom Salmon
• Keith Longstreth

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Focus on the FUTURE, not dwell on the past!!
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Agenda

• Retreat Approach
• Self Assessment
• Schedule
• Introductory Exercises
• Defining the Ideal Singles Organization
• Features and attributes
• Functions
• Putting it all together
• Making the Ideal a Reality

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Retreat Approach

• Discussion led by trained facilitator
• Keith Longstreth
• Chart Future Course for Group Interaction
• Questionnaire Results
• Amplified by Discussion
• What is Out of Scope and will not be discussed
• The past and any other issues leading up to how
  we got to where we are now
• By-laws, charters, etc.
• Anything having to do with how the Managing Board
  currently operates

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Self Assessment

• IA Snapshot
• Without spending energy on how we got here,
  objectively assess where IA is today (i.e. What
  is the State of Health of IA?)
• Attendance is down as compared to years past
• Revenues are down compared to years past
• The bottom line is that IA is stagnant and just
  existing!!

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Current Functional Structure
Two Major Parallel Functions of Equal Importance
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Facilitator Responsibilities

• Elicit Ordered and Constructive Discussion
• Ask Questions to
• Promote Clarity
• Provoke Creative Thinking and Discussion
• Resolve Issues
• Manage the Clock
• Keep the Discussion Moving
• Make Sure All Major Issues are Addressed
• Ensure Appropriate Participation
• No One Dominates
• Everyone Has Opportunity to Comment

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Participant Responsibilities

• Listen Intently and Politely to Others
• Participate Constructively
• Resolve Issues
• Cell Phones Off

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Schedule
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Introductory Exercises

• Using a Johari technique, break into small, even
  numbered groups
• Dyad Exercises getting to know each other
  exercise
• Small group discussion and consensus exercise
• Presentation of group consensus

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Dyad Exercise(one-on-one)

• One person at a time, answer each of the
  following questions
• What I like most about being single is
• The one thing about being single I wish I could
  change is

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Group Exercise

• Each group will come up with answers to the
  following questions
• 3 things I like to do by myself
• 3 things I like to do with other singles

Be prepared to present your answers to the group
at large
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Focus on the FUTURE, not dwell on the past!!
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The Retreat Goals

• Determine what an Ideal Singles Organization
  would be like
• The Ideal characteristics and attributes
• Present survey results
• Solicit additional features and attributes
• Rank order and fold these additions into the
  survey results
• Defining the functions (tasks) needed to create
  and sustain such an organization
• Visualizing the Ideal Singles Organization
• Commit to making IA the Ideal Singles
  Organization

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What would the Ideal Singles Organization Look
Like?

• The Survey Results

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Chosen by Respondees - by Question ID
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Survey Questions
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Survey Results Programs Related
Have programs of interest to all adult singles -
primarily of interest to our age group, but not
exclusively so Have programs design to help meet
members of the opposite sex for other than
dating Have programs design to help meet members
of the same sex for other than dating Have
programs design to help meet members of the
opposite sex for dating Have weekly
meetings Have single's related topics discussion
groups Have current affairs discussion
groups Have hobby and crafts discussion
groups Have health related discussion
groups Have self-growth related discussion
groups Have education presentations/classes on
single's related topics Have education
presentations/classes on health topics Have
education presentations/classes on
self-growth Have education presentations/classes
on D-I-Y topics Have a card and board games
group Provide snacks and refreshments for
regularly scheduled NON-dance programs Ensure
programs are well advertised Create an
environment where people feel they belong and
want to help Charge a "break-even" fee for every
(make programs self-supporting) Plan programs
from an annual perspective
19
Survey Results Dance Related
Have special event and theme dances Have dances
on the same night each week Play a variety of
music (50s, 60s, 70s, 80s, 90s, and 00s) at all
dance events Have dances, or dance activities,
that are focused on SINGLES meeting
SINGLES Provide snacks and refreshments for
regularly scheduled DANCE activities Have a
variety of dance styles and music, as
practical Charge at least a "break-even" fee for
every dance (make dances self-supporting)
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Survey Results - Activities
Have a card and board game activities Have
sightseeing outings and trips of 1 day or
less Have sightseeing outings or trips of more
than 1 day and less than 4 days Have sightseeing
outings or vacation trips of 4 days or more Have
seasonal outings (hay rides, corn mazes, canoe
trips, etc Have seasonal and special event
picnics Have periodic hikes Have periodic
motorcycle rides Attend sporting events Have
cultural outings Support community outreach
activities Participate or host single's community
fairs Provide snacks and refreshments as
appropriate Charge at least a "break-even" fee
for every activity (make activities
self-supporting)
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Survey Results - Support

• Promote an independent, single lifestyle
• Have NO religious connection
• Publish a newsletter of events and activities
  related to just THIS organization
• Maintain an up-to-date web site of events and
  activities related to just THIS organization
• Provide adequate publicity
• Record major events and functions
• Strive to grow and retain participants
• Provide a means to air grievances in order to
  maintain social standards
• Maintain sound business practices
• Comply with state regulations for non-profit
  orgs.
• Provide for periodic financial review
• Provide for ongoing financial analysis
• Charge at least a "break-even" fee for every
  dance (make dances self-supporting)

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What is Needed to Create and Sustain the Ideal
Singles Org.

• Identify what resources are needed to make each
  of the features and attributes happen
• Personnel Functions
• Facilities and Supplies
• Other resources (outside organizations, guest
  speakers, etc.)
• Normalize the resources and functions into four
  broad categories
• Programs
• Dance
• Activities
• Support

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Resources and Functions Programs Related
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Resources and Functions Dance Related
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Resources and Functions - Activities
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Resources and Functions - Support
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End Of Day Wrap Up
?

• Determine what an Ideal Singles Organization
  would be by
• Determining the Ideal characteristics and
  attributes
• Present survey results
• Solicit additional features and attributes
• Rank order and fold these additions into the
  survey results
• Defining the functions (tasks) needed to create
  and sustain such an organization
• Visualizing the Ideal Singles Organization
• Commit to making IA the Ideal Singles
  Organization

?
?
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That is enough for today.Go, Eat, Drink and Be
Merry!!See you tomorrow morning at 945
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Day 2 of the2005 Group InteractionCore
RetreatPutting It All Together
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Putting It All Together

• Review Saturdays work
• Attributes
• Functions and Resources
• Visualize the Ideal Singles Organization
• Functional View vs. Organizational View
• Make a commitment to rejuvenate and remodel IA
  into the Ideal Singles Organization

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Key Features and Attributes for the Ideal
Singles Group
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Survey Results Programs Related
Have programs of interest to all adult singles -
primarily of interest to our age group, but not
exclusively so Have programs design to help meet
members of the opposite sex for other than
dating Have programs design to help meet members
of the same sex for other than dating Have
programs design to help meet members of the
opposite sex for dating Have weekly
meetings Have single's related topics discussion
groups Have current affairs discussion
groups Have hobby and crafts discussion
groups Have health related discussion
groups Have self-growth related discussion
groups Have education presentations/classes on
single's related topics Have education
presentations/classes on health topics Have
education presentations/classes on
self-growth Have education presentations/classes
on D-I-Y topics Have a card and board games
group Provide snacks and refreshments for
regularly scheduled NON-dance programs Ensure
programs are well advertised Create an
environment where people feel they belong and
want to help Charge a "break-even" fee for every
(make programs self-supporting) Plan programs
from an annual perspective
33
Survey Results Dance Related
Have special event and theme dances Have dances
on the same night each week Play a variety of
music (50s, 60s, 70s, 80s, 90s, and 00s) at all
dance events Have dances, or dance activities,
that are focused on SINGLES meeting
SINGLES Provide snacks and refreshments for
regularly scheduled DANCE activities Have a
variety of dance styles and music, as
practical Charge at least a "break-even" fee for
every dance (make dances self-supporting)
34
Survey Results - Activities
Have a card and board game activities Have
sightseeing outings and trips of 1 day or
less Have sightseeing outings or trips of more
than 1 day and less than 4 days Have sightseeing
outings or vacation trips of 4 days or more Have
seasonal outings (hay rides, corn mazes, canoe
trips, etc Have seasonal and special event
picnics Have periodic hikes Have periodic
motorcycle rides Attend sporting events Have
cultural outings Support community outreach
activities Participate or host single's community
fairs Provide snacks and refreshments as
appropriate Charge at least a "break-even" fee
for every activity (make activities
self-supporting)
35
Survey Results - Support

• Promote an independent, single lifestyle
• Have NO religious connection
• Publish a newsletter of events and activities
  related to just THIS organization
• Maintain an up-to-date web site of events and
  activities related to just THIS organization
• Provide adequate publicity
• Record major events and functions
• Strive to grow and retain participants
• Provide a means to air grievances in order to
  maintain social standards
• Maintain sound business practices
• Comply with state regulations for non-profit
  orgs.
• Provide for periodic financial review
• Provide for ongoing financial analysis
• Charge at least a "break-even" fee for every
  dance (make dances self-supporting)

36
Key Functions and Resources for the Ideal
Singles Group
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Resources and Functions Programs Related
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Resources and Functions Dance Related
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Resources and Functions - Activities
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Resources and Functions - Support
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Visualizing the Ideal Singles Group

• Functional Structure
• vs.
• Organizational Structure

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Stay Focused on the Big Picture

• Dont get bogged down in the details in this
  point in time!!

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Current Functional vs. Organizational
Structure
Functional
Organizational
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The Ideal Functional vs. Organizational
Structure
Functional
Programs
Dance
Activities
Support
Organizational
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Now, how do we adapt the Ideal to our Reality?
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Current Structure
A solution that provides the refocused
functionality, yet retains a level of
responsibility where it is needed
Our Working Organizational Structure
Ideal Structure
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What will it take for IA to transition to the
Ideal Singles Organization?

• How long will it take?
• Set one year as a goal?
• What steps are needed?
• Expand descriptions of Functions/Tasks (See what
  is involved in each task)
• Use as a basis for Continuity Folders
• Use to determine what functions/tasks should be
  managed separately (i.e. should be their own
  committee)
• Lets discuss a general strategy or approach

Remember BE POSITIVE
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Organizational Chart Expanded

• Programs
• Dance
• Activities
• Support

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Org Chart Expanded - Programs
Conduct Programs Program planning and
scheduling Facilitator training Facilitator
recruitment and retention Publicity
Interface Newsletter Interface Dance
Interface Activities Interface
Programs
Provide a social atmosphere (food/snacks) Welco
ming/greeting attendees Collect admission/pay
obligations Solicitation of ideas and feedback
Program Support
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Org Chart Expanded - Dance
Play music for dancing Maintain safe and
comfortable environ. Dance lessons Publicity
Interface Programs Interface Activities
Interface Newsletter Interface Knights of
Columbus Interface
Dance
Solicit feedback Collect admission/pay
obligations Welcoming/greeting attendees
Dance Support
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Org Chart Expanded - Activities
Planning, Scheduling, and Networking
activities Coordinate/conduct individual
activities Publicity Interface Programs
Interface Dance Interface
Activities
Solicit feedback
Activities Support
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Org Chart Expanded - Org. Wide Support
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Now that we know where we want to go, and have an
idea of how to get there
Lets make a PERSONAL COMMITMENT to set aside
our egos and personalities so that we can turn
Group Interaction into the Ideal Singles
Organization we know it can be.
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Focus on the FUTURE, not dwell on the past!!
55
End of Day Wrap Up
?

• Review Saturdays Work
• Determining the Ideal characteristics and
  attributes
• Defining the functions (tasks) needed to create
  and sustain such an organization
• Visualizing the Ideal Singles Organization
• Commit to making IA the Ideal Singles
  Organization

?
?
?
?
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Action Items and Comments
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Action Items

• Examine the listed desired attributes to
  determine which are currently met and which must
  be addressed by changes in the way we do
  business.
• Examine the listed tasks to be accomplished and
  assess the best way to address them
  organizationally.
• Don Loose will distribute Bylaws via e-mail.

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Comments - Communication and Corporate Memory

• Each committee chair should assemble and maintain
  an ongoing continuity file which records all
  information necessary for the continuing
  performance of the committee's mission specific
  tasks to be accomplished, specific resources
  required to accomplish them, best procedures to
  accomplish them, realistic budget, lessons
  learned, key points of contact, training
  materials as required, relevant rules and
  regulations, etc.
• Until then each committee chair should conduct an
  oral orientation with each new committee member,
  containing relevant information about the
  committee, the core group in general, and
  Interaction as an organization.
• Each committee chair should have a copy of the
  current Interaction Bylaws/Operating
  Instructions which defines the scope of their
  responsibilities as IA is currently structured.
  Don Loose will distribute via e-mail.

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Comments - Growth

• Providing a fun, friendly, and comfortable
  environment for IA attendees no matter what the
  immediate event is the responsibility of every
  core member, not just of those running the event.
  This means
• Actively mingling with attendees, particularly
  newcomers, rather than just with your buddies or
  members of your own committee.
• Saving the discussion of interaction business for
  board and committee meetings rather than trying
  to resolve issues in public during social
  functions.
• Keeping all conversations positive. If something
  or someone has upset you, don't talk about it in
  front of attendees.
• Ask yourself, if I was visiting IA for the first
  time, is this an "interaction" I would be
  comfortable witnessing? If not, conduct it in
  private.
• Every core member should also be part of the
  feedback system whereby we stay alert to the
  reaction of attendees, old and new, to the
  various Interaction events. We desperately need
  to better understand why attendees don't return,
  and why they do.

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Thank You For Attending The 2005 Group
Interaction Core Retreat

• Are there any last questions or comments?