Retreat Center Operations: Hardware, Software, and Equipment
On this Community Call in early August, the RCC community gathered to swap recommendations for the tools that make retreat center operations more efficient and effective. From software to maintenance to environmentally-friendly pest control options, we asked retreat centers to send their operations manager with suggestions for what helps get the job done.
View the full meeting video by clicking the image above.
Or scroll down for takeaways from the conversation.
Community Recommendations
The platforms mentioned on the call are listed below in alphabetical order, under the heading that most closely aligns with community use. Community comments have been added as bullet points.
RCC doesn’t endorse any of these platforms. We encourage leadership and staff at retreat centers to exchange insights in an effort to strengthen our collective impact with these tools. To support this effort, RCC has created a spreadsheet to compare and contrast platforms. Based on your own experience with these platforms, we invite you to edit and add to the sheet to support collective learning:
Registration and Event Management Software
Some centers use this platform for limited, direct booking
There can be difficulties integrating and adhering to Airbnb’s policies in conjunction with established policies of the retreat center
Takes 6.4% of each sale
Provides effective cross-marketing across the platform
Highly customizable registration software
Both integrations and widgets, assignments, timetables, excursions, HIPAA-approved forms, etc.
If you’re happy with your current customer relationship management software, JotForm can provide additional services that integrate well.
Excellent customer service
New features are always being added/developed
Staff is quick to respond
Seamlessly integrates with websites
Provides kitchen reports, liability waivers, custom forms, discount codes, reports, donations, and more
Does not integrate directly with Quickbooks
Pricing is dependent on your centers’ registrations/sales. More sales could equal a bump in price for the software
Recently moved to cloud-based
Very little reporting functionality
Track donations as well as registrations
Highly customizable, but you may need to hire a consultant
Office Management
Has a task manager that integrates with Google Calendar
A great way to support teamwork both from home and in the office
Provides the same benefits as Slack + Google Drive + Calendar + Tasks
Can be hard to integrate others who aren’t in the same workspace, but otherwise it’s seamless
Donations and Fundraising Software
Has thank you letters and a stewardship database
Eventbrite can export into it
Communication options, emails, etc.
Platform for both donations and newsletters
Pricey
Accounting & HR
Credit card processor
Connects to Retreat Guru
Maintenance Tracking
There’s a free version as well as a paid version
Allows staff to respond to each other as a team internally via email after a guest submits a concern via the form
Groundskeeping
Many centers don’t rely on chemicals to control insects, wildlife, or plants. So they educate guests on how to keep their eye out for critters and plants that could cause discomfort or harm.
In the case of invasive plants like common buckthorn, one center uses sheep to graze the problem away. Managing a herd comes with its own set of challenges, but it also spurs community interest. The herd draws in people (guests, staff, volunteers) who all want to interact with the animals.
Past Recommendations
August’s call wasn’t the first of its kind. In October of 2021, RCC hosted a roundtable discussion with retreat center leaders about their tech platforms. Check out this previous blog post for those past recommendations.
Rebalancing the Scales
Community members didn’t just talk shop. The conversation broadened into questions about how centers manage the “upstairs/downstairs” power dynamics among staff. It’s common for the facilities/maintenance/kitchen staff to receive less respect, lower compensation, and have less influence than leadership and administrative support staff. Retreat centers are working to counter these imbalances in the following ways:
Benefits - Offering all staff an equal benefits package: 4-week holidays, pension, dental, healthcare, etc.
Compensation rates - Staying current with the market, even with part-time people. Someone who comes with experience deserves more than minimum wage.
Organizational structure - Utilizing a network instead of a hierarchy (staff have different levels of responsibility, but avoid top-down power dynamics)
Restructuring space - Sometimes the physical environment contributes to the hierarchy. Think about how to integrate staff into different physical levels of the building.
Cross-training - Expect everyone to be able to pitch in with different kinds of jobs. This creates mutual respect and empathy, and allows staff to get to know one another better.
Ask hourly staff - Is there something you’d like to learn here? For example, let the housekeeper sit with the program coordinator for an hour.
Leadership should be present and accessible. Come out of your office. Pitch in with all kinds of tasks.
Communication - Make sure there's an opportunity for staff to communicate with anyone who’s making decisions that affect their job.
Notes and Audio
Follow the link below to access the spreadsheet, audio, and additional meeting notes.
Join the Discussion
Do you work at a retreat center? Would you like to connect with the RCC community for more insights and support? Find out about upcoming events.
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