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WOLFPACK @ BUILDING SHELTER Orientation and Preparation for the Wolfpack Gathering at Building Shelter on Martha’s Vineyard April 1214, 2015

Wolfpack at building shelter orientation

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Page 1: Wolfpack at building shelter orientation

WOLFPACK @ BUILDING SHELTER

 Orientation  and  Preparation  for  the  Wolfpack  Gathering  at  Building  Shelter  on  Martha’s  Vineyard  

 April  12-­‐14,  2015  

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Table of Contents

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 Here’s what you will find in this document

4 5 6 7 page   page   page   page   page  

8 9 10 11 12 page   page   page   page   page  

The  Wolfpack  Evolves   Carefully    Timed:    What  Happens  When  

Arriving    Sunday  to  Connect  over  Dinner  

We  visit  our    Common  P&L,  then  focus  in  on  “Burning  Questions”  

We  shift  our  focus  to  Building  Shelter  

Gaining  perspective  on  Building  Shelter  

We  conclude  by  looking  forward  

Prepare  to  Engage!   Ground  Rules   Assignments  

13 page  

Being  a  Good  Group  

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The Wolfpack Evolves

 We  have  a  good  feel  for  each  other  and  our  companies.  We’ve  experienced  a  network  gathering.  We  touch  base  monthly  and  communicate  online  to  track  each  others  progress.  Now  we’re  ready  to  try  some  new  approaches  

 COMMON P&L: At our last gathering we had a good opportunity to each share who we are, what we do, and how we do it. At this gathering we’ll work from that foundation to better understand how our company finances guide important decision making.

Each of us will translate our income and expenses into a Common P&L. The purpose is not to see that we are the same (though some will) but to reveal the ways in which we each think about the money we earn and how it needs to be spent.

BURNING QUESTIONS: Last time we gave each other a broad overview of each of our companies. This time we want to zero in on a couple distinct challenges we each face and try to provide perspective and guidance that may lead to strategic action. We each get twenty minutes, so careful preparation is essential.

 BUILDING SHELTER FOCUS: In the course of our engagement with our host we will pay special attention to the goals they have identified:

•  How to be the place people identify and go for high performance

•  How to wrest design from architects

 DESIGN/BUILD WORKFLOW: We will participate in an exercise to visually map the design/build process in an effort to discover opportunities to more effectively participate and be valued for our various roles.

Prepare  to  engage!  

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Carefully Timed: What Happens When

MONDAY 7:30   Breakfast  

8:00   Orientation  

8:10   Common P&L Discussion  

10:00   BREAK  

10:15   Common P&L Discussion  

11:15   SHORT BREAK  

11:20   Lewis Creek  

11:40   Uncarved Block  

12:00   LUNCH  

1:00   Emerald Builders  

1:20   Demetrick Woodworking  

1:40   Walker D/B  

2:00   New Commons  

2:20   BREAK  

2:30   Building Logic  

2:50   Bob Irving  

3:10   Wolfworks  

3:30   BREAK  

3:45   Building Shelter  

4:30   BREAK  

6:00   Building Shelter Systems  

7:30   Walk to Dinner  

Here  is  an  overview  of  the  schedule  for  our  gathering.      Info  about  the  ferry  and  parking  is  at  steamshipauthority.com  

TUESDAY 7:30   Breakfast  

8:00 Orientation

8:15 Staff and Sub Interviews

10:15 BREAK

10:30 Group Client Interview

11:00 Interview Team Huddles

11:15 Insights and Guidance for Building Shelter Team

12:30 LUNCH

1:15 Mapping the Design/Build Workflow

1:45 Strategic Priorities for Building Shelter

2:15 Insights for Ben

2:45 BREAK

3:00 Company Commitments

3:15 Burning Questions

4:00 Schedule Next Gathering

4:15 END

4:25 Bus to catch 5:00 Ferry OR

5:25 Bus to catch 6:15 Ferry

SUNDAY • APRIL 12 TRAVEL TO MARTHA’S VINEYARD  

Arrive Woods Hole to Park 30 minutes before Ferry

2:30 45 minute passenger ferry to MV – 3:20 bus to Edgartown

OR

3:45 45 minute passenger ferry to MV – 4:55 bus to Edgartown

Check in to Harborside Hotel

6:30 Meet in Lobby to walk to Dinner

9:00 Return to Hotel

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Arriving Sunday to Connect over Dinner

 We  start  out  by  gathering  together  over  good  food  and  drink  in  a  convivial  environment  that  reflects  the  local  culture.  This  is  our  time  to  share  stories  and  connect  with  each  other  and  our  host.  

 Everyone should plan on arriving on Sunday with enough time to check in and be in the lobby by 6:30 where we will walk to dinner nearby in Edgartown. This will be an opportunity to reconnect socially and start the non-stop talking we will be doing for the next couple days. I'm not sure it has been said explicitly, but anyone in your company is welcome to participate in our gatherings (and be included online). In addition, if spouses or partners are traveling with you they are welcome at all meals. We will also invite South Mountain folks to join us for this first nights dinner.

Getting  to  Martha’s  Vineyard  requires  planning  –  and  keeping  to  the  plan.  You  don’t  want  to  miss  your  ferry  or  the  connecting  bus.  

Plan to arrive in Woods Hole with enough time to park and take the shuttle to the ferry. You should aim to catch either the 2:30 or 3:15 ferry. When you arrive in Vineyard Haven there is public transportation via bus to Edgartown within a few minutes after you arrive. These options are listed in the overview schedule.

We  are  staying  and  meeting  at  the  Harborside  Inn  in  Edgartown.  Plan  some  time  to  walk  around  this  classic  New  England  town.  

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Monday: We see what we can learn from our Common P&L

We will study the cost to produce a product or service and learn from each other how we think about doing that effectively and where we invest to achieve that productivity.

We will review what we invest in the categories that keep the business running, see how they add up, and consider the consequences of under or over investing.

Finally, we’ll study the relationship between these three domains and consider the impact of business decision making on profitability, wages and benefits, what we charge, what the owners earn, what we sell and ultimately, how we are equipped to serve multiple bottom lines.

 After a late morning break we will shift our attention to the one or two “burning questions” that we are challenged by in each of our companies.

 Plan on the following:

•  At least one week before we gather provide some background about where things are for you and introduce us to your challenges

•  When you present, take 5-7 minutes to review these challenges, then invite input from the group

•  Set time aside before we meet to understand what each company has shared and be prepared to explore each challenge and contribute your insight

Then: Focus on your burning questions for 20 min.

 We  are  going  to  use  the  new  Common  P&L  as  the  source  for  shared  discussion  about  what  makes  our  companies  tick.  

 At our last gathering we had a good opportunity to each share who we are, what we do, and how we do it. At this gathering we’ll work from that foundation to better understand how our company finances guide important decision making.

Each of us will translate our income and expenses into a Common P&L. The purpose is not to see that we are the same (though some will) but to reveal the ways in which we each think about the money we earn and how it needs to be spent.

We will use this document as the basis for discussion about our sources of income, how we establish the cost for products and services, and how business decisions influence what we are able to sell.

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We shift our focus to Building Shelter

 Since Building Shelter has a very small office we will meet them here at the Inn and Ben will introduce us to his staff and their roles. This will be our chance to hear from and get to know the key people in each department of their company.

 They will take turns describing what happens from first phone call to project design, construction start to final walkthrough, as well as their ongoing service to the relationship.

 Building  Shelter  will  get  the  final  time  slot  before  we  take  a  break  at  4:30PM.  They  will  set  the  stage  for  our  engagement  with  their  company  and  call  attention  to  the  things  they  specifically  hope  to  gain  from  our  visit.    

 From  4:30  -­‐  6PM  we  will  take  a  break.  This  is  the  time  to  make  some  calls.  Check-­‐in  with  your  family.  Take  a  walk.  Catch  your  breath.  

 We’ll    meet  up  again  at  6PM  to  meet  the  staff  and  learn  how  they  practice.  Then  we  will  head  out  for  dinner  to  get  better  acquainted  and  digest  the  day.  

They will describe procedures, show us their systems, and answer our questions as they walk us through the process. They are generously inviting us to observe how they work. We owe them our focused attention.

Afterward we will walk to dinner in town. This will be an opportunity to get to know the "key stakeholders" we have just met and will be interviewing in the morning.

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Tuesday: Gaining perspective on Building Shelter

 These 25 minute interviews will follow a common script. Each team will ask each person the same questions. These questions explore both personal and company aspirations and invite observations that lead forward. We’ll pay special attention to domains that matter most to Building Shelter.

 We’ll then gather together to interview a client by phone to gain that valuable perspective

 Next we’ll all assemble to offer insight and guidance based on a deeper understanding of Building Shelter’s people and operations

 This will be both in response to the guidance they are expressly seeking as well as what we have observed and they may find revealing.

 After  breakfast  we  will  break  into  three  teams  to  interview  three  active  staff  members  and  a  subcontractor.  After  a  break  we  will  interview  a  client  by  speakerphone.  

 Going  in  Building  Shelter  will  call  attention  to  their  domains  of  interest.  The  interviews  provide  a  breadth  of  perspectives  on  these  and  other  challenges  and  opportunities  the  company  faces.  

 We  will  then  gather  to  share  what  we’ve  observed,  explore  the  design/build  workflow,  and  identify  strategic  opportunities.  

 We will assemble with their full team to reflect together about what we have learned. We will invite them to query us.

 We will explore opportunities to have a more satisfying relationship with the design process. We will collaborate to identify strategic priorities.

 Our goal is to provide Building Shelter with discrete and achievable goals that everyone present understands and embraces.

 We will conclude our focus on Building Shelter with an owner only debrief at 2:15. This will be an opportunity for candid conversation appropriate for the owner only.

 Because  their  relationship  with  architects  is  a  prime  focus  we  will  devote  30  minutes  to  an  exercise  mapping  the  design/build  workflow  with  the  hope  of  discovering  useful  places  to  intevene  in  that  system  

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We conclude by looking forward

 Each company will reflect on what they have learned and determine what their most important areas for focus and development will be going forward.

 We will each share these insights with each other in this final phase of our gathering. We will each identify three measurable goals that will make a significant difference in our operations in the next six months.

 These will be the goals we report on during the next sequence of monthly conference calls.

 After  a  break  we  will  conclude  our  day  by  sharing  our  company  and  individual  goals  and  commitments,  surfacing  and  discussing  “burning  questions”  that  emerged  during  our  time  together,  evaluating  the  success  of  our  gathering,  and  scheduling  our  next  meeting  for  the  

fall.    

 The  gathering  will  conclude  at  4:15  so  we  can  catch  the  bus  to  the  5:00  Ferry.  

 Before we conclude we will review and discuss any “burning questions” that emerged and were captured in our “parking lot.” We will expect to explore these online following our gathering.

 We will also take a moment to evaluate the experience we just shared. What worked? What might we do differently? What next?

 Finally we will determine who will be our host and what dates we will plan on gathering again in the fall of 2015.

 We will also consider how we might contribute to the planned fall Bottom Lines Conference in Northampton.

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Prepare to Engage!  To  get  the  most  from  this  experience  we  each  need  to  devote  a  bit  of  time  to  preparing  ourselves  to  be  active  and  involved  participants.  

 This  includes  completing  the  Common  P&L,  preparing  and  assembling  any  documents  you  will  share,  choosing  your  “burning  questions”  and  briefing  everyone  online  before  we  meet.  

 You  should  also  devote  some  time  to  digesting  what  is  posted  in  advance  of  our  gathering.  The  better  we  understand  each  other  the  more  usefully  we  will  be  able  to  provide  insight  and  support.  

 FILL  IN  THE  COMMON  P&L  

 This will probably take you a little time, so get started soon. You should do your best to translate your accounting categories into the one’s the form requires.

 IMPORTANT: You choose where to post the owner’s salary – in the separate section OR as part of direct or indirect cost – but not both!

 SET  GOALS  &  PLAN  YOUR  PRESENTATION  

 Make a list of things that you want to get out of this experience. This might be challenges you are facing, opportunities that have presented themselves, or business practices you are having difficulty mastering. Identify the “burning questions” that emerge from these conditions, brief us on them, and we will engage in discovering useful strategic possibilities. We each have twenty minutes for this activity so plan carefully.

 BRING  THINGS  TO  SHARE  

You may have been getting a lot out of a book or online resource. Bring these along to share. If you have images of projects you’re proud of, include a few (but be brief). If you have a form you created that is working great or a marketing piece you want input on, bring them along. There will be times at breaks for folks to share this stuff.

 GET  MENTALLY  FOCUSED  

 Set aside one hour a week leading up to the gathering to work on preparation. Give yourself time to prepare and to think about why you joined Bottom Lines and what you are hoping to get out of it. Write things down, make lists, create outlines. Making time ahead of time helps avoid having to pull things together at the last minute when the phone is ringing and suddenly the printer is out of paper.

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Ground Rules  Learning  to  behave  effectively  as  a  group  is  one  of  the  organizational  skills  we  want  to  help  Bottom  Liners  develop.  We  do  this  by  practicing!  

 All  groups  benefit  from  agreeing  to  some  basic  ground  rules.  These  guidelines  help  the  Wolfpack  make  the  most  of  the  time  we  have  committed  to  sharing  with  each  other  to  achieve  a  common  purpose.  

 PAY  ATTENTION  TO  TIME  As you may have noticed, the schedule is rigorous. Everyone deserves an equal share of time to present, to be heard, and to listen. •  Quietly get ready to start your

presentation five minutes before your time.

•  Plan your presentation to plenty of time for engagement with the group.

•  Focus on key issues and listen for insights that emerge.

•  End on time!

 RESPOND  BRIEFLY   Our engagement with each other is one of the most valuable features of our gathering. Ask questions and offer insights as succinctly as you can so everyone has a chance to contribute.

 SHOW  UP  ON  TIME   Better yet, show up early! See a theme here? Moving a large group requires that we all be ready to go at the designated hour. Help keep things moving by listening to the plans and following them.

 MIX  IT  UP  While our days are tightly scripted there are times and spaces between where we can visit with each other and our host. Make an effort to rotate socially. Sit with different people at meals. Most importantly, determine to get to know our hosts.

 FOCUS  YOUR  ATTENTION   Every phase of our agenda has a distinct purpose and you should be clear about what we’re doing and what your role and responsibilities are. This means no interruptions for calls, email, texting, etc. Everyone needs to pay attention and contribute.

 USE  THE  BREAKS   To avoid distraction while we are meeting, use the breaks to check email, make calls, or respond to texts. This is also an important time to get up and move around. Just be sure to be ready to return to your seat on time.

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Assignments  We’ve  all  got  some  work  to  do  before  we  arrive  on  Martha’s  Vineyard.  Set  time  aside  to  give  these  assignments  your  attention  well  before  you  are  packing  for  the  trip.  

 We  will  also  each  be  responsible  for  capturing  what  we  learn,  sharing  what  we  observe,  and  most  importantly,  giving  Building  Shelter  our  full  attention.  

 COMPLETE  THE    

 COMMON  P&L  OK – another reminder to take the time to fill out the Common P&L on Google Docs or post the Excel file online. This is a critical part of our first day’s agenda.

 OTHER  REPORTS  OR  FORMS   Bring your company 2014 P&L for reference during our discussion. If you have other business documents that you like or depend on bring them too. This may be sales tracking, production reports, job costing, or even a great invoice. These may be referenced during discussion and its useful to have them to share if need be.

 CREATE  A  BINDER   This is discretionary. If you find it useful, bring a binder to collect stuff that people may distribute.

 MEASURING  PEOPLE  &  PLANET   Our discussion will include the question of what quantitative and qualitative measures we want to start tracking and sharing. Bring your ideas.

 TAKE  NOTES  While you listen to others make notes that will help you offer them insight or ask questions. When its your turn to present keep notes about what others offer you. Capture everything that has meaning for you. Review all this before setting your next goals.

 TAKE  A  TURN   Each of us will take a turn keeping notes that will be shared during discussions and presentations. These are intended to help capture as much as possible that is said and shared.

 LISTEN  CAREFULLY  AND  SHARE  USEFULLY   Two of the most important activities we will do are tp learn how Building Shelter operates and then interviewing the staff, a sub, and a client. What we hear and observe will form the foundation for the insight and support we will share afterward. Our purpose is to help them discover and set useful short and long term goals that everyone in the company can embrace and enthusiastically pursue.

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Being a good group  One  of  the  important  leadership  skills  we  will  all  be  working  on  learning  together  is  how  to  behave  as  an  effective  group.  These  three  practices  are  intended  to  help  us  do  that.  

 CAPTURING  GOALS  While we are together we will gain insights and be inspired to pay better attention to the domains of our businesses. Consider how to translate these insights into plans to act. Record measurable goals and identify them by business domain: Sales, Production, Administration, Owner, and Team. For each goal determine if it is short or long term and preferably who will be responsible for success. When the list is complete we’ll identify priorities.

Before  we  leave  we  will  each  commit  to  three  short  term  and  three  long  term  goals  and  share  them  with  each  other.  

 BACKUP  NOTES  During your presentation you’ll want to take notes. Because it will be hard to both present and capture everything that is said we’ll each take turns making backup notes for each other. Think of it as a buddy system.

We  will  use  a  Google  Docs  Spreadsheet  to  take  notes  in  a  single  shared  file.  

 PARKING  LOTS

Meetings often end up following paths to topics that are not related to the purpose of the meeting. Good facilitation requires the group to recognize when they have strayed. It is useful to have a place to “park” these ideas and topics and a process to return to them later. When we stray we will park the topic on a flip chart page and get back on course. At the end of our meeting we will review what we “parked” and decide what to do with what was recorded.

We will also keep one other parking lot for resources. These are the books that get recommended, forms someone relies on, websites or software that are worth knowing about.

During  each  presentation  we  will  each  take  turns  being  the  scribe.