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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
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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
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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.