How Nonprofits Can Build Connection and Capacity Through Staff Retreats

For many organizations, stepping away from daily responsibilities can feel impossible. With packed calendars, limited staff capacity, and urgent program needs, taking a full day, or more, for a retreat may seem like a luxury. In reality, intentional time together is one of the most strategic investments an organization can make in its people, culture, and long-term effectiveness.

Recently, our team held a two-day staff retreat as a dedicated space for connection, learning, and organizational alignment. The experience reinforced how powerful retreats can be when they are grounded in purpose and thoughtfully structured.

Whether you are a nonprofit or a mission-driven business, here are practical strategies to make your next retreat meaningful, energizing, and actionable.

Lead with Purpose

Before selecting a location or activity, identify what your team truly needs at this moment. Is the goal to strengthen communication, align on strategy, or simply reconnect after a busy year? Establishing a clear purpose ensures that every agenda item ties back to an outcome that supports your organization’s mission. Identify what your team needs most at this moment in the year. Common goals include:

• Strengthen cross-team communication

• Reconnect after rapid growth or change

• Reset after a demanding season

• Align around upcoming goals or strategic priorities

• Build a sense of belonging and shared culture

One helpful approach is to send a short, anonymous pre-retreat survey. Ask staff what they hope to gain, what topics they would like addressed, and what would make the time feel rejuvenating, not draining.

Balance Structure With Breathing Room

A well-designed retreat blends focused sessions with time for informal connection. For ZIM, strategy workshops and cross-team learning labs were balanced with unstructured moments that allowed colleagues to recharge and reflect.

A balanced flow might look like this:

• Morning: Welcome activity or team bonding to set the tone

• Late Morning: Organizational updates, reflection, or planning and goal alignment

• Midday: Lunch + informal connection

• Afternoon: Skill-building, learning labs, cross-team collaboration, or creative exercises

• Evening: Optional social activity for those who want to continue connecting

Professional Development

Professional development days are an opportunity to invest in staff skills that directly support your impact. Choose topics that address both individual growth and organizational goals. Ideas include:

• Client or stakeholder communication

• Diverse and inclusive leadership

• Storytelling, fundraising, or grant writing

• Time management for high-impact roles

• Data, evaluation, or measurement tools

• AI tools that strengthen workflows

• Peer teaching, where staff share takeaways from trainings they have attended and found especially helpful

  
  

Plan for what happens after the retreat

The most successful retreats do not end when the agenda does. Schedule follow-up conversations to turn ideas into action and ensure accountability.

Suggestions for follow-up:

• Share a summary document outlining key takeaways.

• Assign small working groups to implement new processes or initiatives.

• Revisit goals quarterly to track progress.

• Dedicate time at the next staff meeting to discuss and respond to follow-up questions from the retreat.

• Consider offering a tool for staff to submit questions anonymously to ensure all voices are heard.

At ZIM, post-retreat plans include applying what we learned to refine internal systems, enhance collaboration, and better serve our clients.

Ensure Accessibility &  Inclusion

A retreat only strengthens culture if everyone feels able to participate. Consider:

• Providing agendas in advance so neurodiverse staff feel prepared and come into the retreat with less anxiety

• Incorporating a mix of learning styles (visual, auditory, experiential)

• Letting staff opt out of social portions if needed without penalty

• Ensuring physical, dietary, and accessibility needs are met

• Setting group norms for respectful discussion and confidentiality

Small design decisions can make a big difference in whether the retreat feels energizing or draining for different team members. Whether your retreat is a one-day offsite or a virtual gathering, design it with every team member in mind.

Remember: Rest is productive

Taking time away from daily work is an investment in your people. When staff have time to connect, reflect, and learn, they return more focused, creative, and aligned with your organization’s mission.

Nonprofit work is demanding, but it is also deeply human. Staff retreats and professional development days remind teams why they do what they do, and that they are part of a community striving for the same impact.

As ZIM’s own retreat showed, appreciation and alignment go hand in hand. Whether your organization hosts a half-day reflection or a multi-day retreat, making time for people is one of the most strategic choices you can make.

A Look Inside ZIM’s Staff Retreat

ZIM held its two-day staff retreat on November 12 and 13, blending structure, creativity, and connection in ways that helped our team step back from daily work and reengage with one another. We opened the retreat with team building exercises that encouraged collaboration and communication across departments. One of the most meaningful moments was a collective art project where each staff member created a piece that reflected their personality encapsulated in the ZIM logo. We mounted the completed artwork in our office as a shared reminder of our purpose and the spirit of teamwork that guides ZIM. On day two, Colorado Inclusive Economy led a thoughtful DEI discussion, and we also spent time in our State of ZIM session, which provided space to reflect on our progress and look ahead to organizational priorities.

The retreat also included intentional time for informal connection. On the first night, the team visited Brewability, a local brewery that employs people with disabilities and fosters an inclusive community space. We enjoyed trivia, shared laughs, and connected in a relaxed environment. These moments grounded the retreat in appreciation and community, demonstrating how meaningful it can be when time is created for people to connect, reflect, and learn together.