WOLFPACK @ LEWIS CREEK

 Orientation  and  Preparation  for  the  Wolfpack  Gathering  at  Lewis  Creek  Company  in  Burlington,  VT  

 October  22-­‐24,  2014    BUILDING  ENERGY  BOTTOM  LINES  

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Table of Contents

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 Here’s what you will find in this document

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Expect  Change   Carefully    Timed:    What  Happens  When  

Arriving  Wednesday  to  Connect  over  Dinner  

Thursday    We  Focus  on  Each  Company  

Visit  to  Lewis  Creek  Builders  

Friday  Deep  Dive  with  Lewis  Creek  

Friday  Summary  and  Future  Plans  

Prepare  to  Engage!   Ground  Rules   Assignments  

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Being  a  Good  Group  

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Expect Change  Gathering  as  a  peer  network  is  a  stimulating  experience.  It’s  success  requires  preparation  and  full  participation.  This  document  provides  a  summary  of  what  to  expect  and  how  to  prepare.  

 By the time we sit down for dinner in Burlington Wednesday evening you will probably be equal parts anxious and excited. Chances are you and everyone at the table will still be wondering how their company presentation will go tomorrow and thinking about one last review when we get back to the hotel.

Two things will help you relax and feel confident that it will go just fine. The first is early preparation – more on that later. The second is that, as you will soon find out, nobody has this all figured out and everybody is on your side.

 In this document we’ll review a few strategies to help you prepare for the gathering and your part in it. We’ll go over the schedule, what your responsibilities are at each stage in the process, and what we hope to accomplish along the way.

 In addition, there are a few simple ground rules that will help keep things moving, everybody engaged, and the spotlight shining where it belongs.

 By the time we pack up to head home you can be sure that we will all know and care for each other more deeply. We will have seen ourselves in the challenges faced by others and resolved to take concrete actions to improve what we do. Best of all we will be clearly focused on and committed to making measurable progress on a short list of well defined goals.

Prepare  to  engage!  

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Carefully Timed: What Happens When

THURSDAY 7:30   Breakfast  

8:00   Orientation  

8:10   Building Logic  

8:50   Building Shelter  

9:30   Black Mountain D/B  

10:10   BREAK  

10:25   Emerald Builders  

10:55   New Commons  

11:35   DeMetrick Woodworking  

12:05   LUNCH  

1:00   Uncarved Block  

1:40   Walker D/B  

2:20   Wolfworks  

3:00   BREAK  

3:15   Lewis Creek  

4:00   BREAK  

5:00   Travel  

5:30   Lewis Creek  

7:00   Travel  

7:30   Dinner  

9:00   Return to Hotel  

Here  is  an  overview  of  the  schedule  for  our  gathering.  

You  will  notice  that  in  order  to  give  due  attention  to  each  company  that  we  will  all  need  to  endeavor  to  pay  careful  attention  to  adhering  to  the  schedule.  

From  beginning  to  end  we  all  need  to  stay  tuned  to  and  honor  this  timing.  

FRIDAY 7:30   Breakfast  

8:00 Orientation

8:15 Stakeholder Interviews(30min./3 teams)

10:15 BREAK

10:30 Stakeholder Interviews(30min./3 teams)

12:00 Interview Team Huddle

12:15 LUNCH

1:00 Insights and Guidance for Lewis Creek Team

2:30 Insights and Guidance for Lewis Creek Owners

3:00 BREAK

3:15 Company and Individual Commitments

3:45 Shared Topics Review

4:00 Meeting Review

4:15 Schedule Next Gathering

4:30 END

WEDNESDAY TRAVEL TO BURLINGTON  

6:00 Check In to Burlington Hilton

6:30 Meet in Lobby to travel to dinner in Burlington

7:00 Dinner at Guild Tavern

9:00 Return to Hotel

9:30 Cram for Thurs. Presentation

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Arriving Wednesday 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 Wednesday with enough time to check in and be in the lobby by 6:30 where we will depart for dinner at the Guild Tavern in Burlington. 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.

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Thursday we focus for 40 minutes on each company

 This segment serves each company in three ways:

•  It provides a "look under the hood" at how each company is organized and is working (with benefits in both directions)

•  It allows the company to seek and gain insight and guidance from this defacto "Board of Directors"

•  It invites your peers to help the company to "see what they’re missing" by offering new perspectives

 At  7:30  breakfast  will  be  available  in  our  meeting  room  and  the  day's  activities  will  begin  promptly  at  8.    

 Following  a  brief  orientation  by  the  facilitator  each  company  will  have  40  minutes  to  share  the  status  of  their  company,  including  performance  metrics  and  the  challenges  and  opportunities  they  face.    

 This  time  goes  fast  so  you  should  be  well  prepared  with  a  15-­‐20  minute  introductory  presentation  followed  by  facilitated  engagement  with  the  network  in  response.  .  

 To assure each company gets the most from their time you should come prepared to share and explain (to the best of your ability):

•  Annual Operating Budget and a corresponding

•  Profit and Loss Statement

•  Balance Sheet (if you have it)

 In addition we will be working on the importance of sales and marketing metrics. Please share what you have, as well as any other Bottom Lines metrics that you track and find useful.

40 min.

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We shift our focus to Lewis Creek Builders

 When we arrive at the Lewis Creek office we will be greeted by their staff. 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.

 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.

 Lewis  Creek  will  get  the  final  time  slot  before  we  take  a  break  at  4PM.  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-­‐5PM  we  will  take  a  break.  This  is  the  time  to  make  some  calls.  Check-­‐in  with  your  family.  Take  a  shower.  Catch  your  breath.  

 We’ll    meet  in  the  lobby  at  5PM  to  travel  to  the  Lewis  Creek  office  to  meet  the  staff  and  learn  how  they  practice.  

 We will then travel back to Burlington for dinner at the Ice House. 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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Friday we really get to know Lewis Creek Builders

 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.

 By the time we break for lunch we will have accrued a deep understanding of the people and operations of Lewis Creek and be prepared to offer them insight and guidance.

 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.

 On  Friday  morning  we  will  meet  again  for  breakfast  at  7:30.    

 At  8AM  we  will  break  into  three  teams  to  interview  6-­‐7  "key  stakeholders"  in  the  full  operation  of  Lewis  Creek's  business.    

 This  deep  dive  provides  us  with  a  fuller  understanding  of    Lewis  Creek’s  challenges  and  opportunities.  What  we  observe  will  provide  the  foundation  for  guidance  and  insight.  

 This  is  why  we  are  here!  

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

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

 What we identify together will be distributed to specific operational domains. Goals will have short and long term targets for completion. Responsibility will be distributed appropriately and balanced across the company.

 We will conclude our focus on Lewis Creek with an owners only debrief at 2:30. This will be an opportunity for candid conversation appropriate for the owners only.

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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,  reviewing  what  has  accrued  in  our  "parking  lot",  evaluating  the  success  of  our  gathering,  and  scheduling  our  next  meeting  for  the  spring.    

 The  gathering  will  conclude  at  4:30.  

 Before we conclude we will review the topics that emerged and were capture 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 spring of 2015.

 We will also designate a Wolfpack member to serve on the Bottom Lines Steering Committee.

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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  preparing  and  assembling  the  documents  you  will  share,  outlining  the  topics  you  want  to  present,  and  trying  it  out  to  get  a  feel  for  the  timing.  

 In  addition,  you  may  want  to  review  some  of  the  online  discussions,  company  briefs,  or  visit  member  websites.  The  better  we  understand  each  other  the  more  usefully  we  will  be  able  to  provide  insight  and  support.  

 INVENTORY  YOUR  DOCUMENTS  

 Print out and review your Operating Budget, Profit & Loss Statement, and Balance Sheet. If you have budgets and P&L’s going back two years plan on bringing those. Take note of what may be missing or what needs attention and plan time to get everything in shape (to the best of your ability). If you are having trouble, ask for help.

 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. Also plan to share your successes and aspirations. Let us know what’s working and where you hope to be in both the short and long term. Plan your presentation to cover what’s most important. If necessary leave out a few things.

 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 allow at least half the 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 back and forth to restaurants and to the Lewis Creek office requires that we all be ready to go at the designated hour. Help keep things moving by listening to the plans and following them. If you can help with driving, say so and be ready at the door.

 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. Travel with a different mix. Most importantly, determine to get to know the Lewis Creek staff.

 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  in  Burlington.  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  Lewis  Creek  our  full  attention  and  best  intentions.  

 PREPARE  TO  SHARE  YOUR  FINANCIAL  DOCUMENTS  Your first assignment is to prepare and print ten copies of your financial documents. We may eventually go paperless, but for now we want hard copies to markup and make notes on. You need to bring an Annual Operating Budget and Annual Profit and Loss Statements back to 2012 if you have them. If you can produce a Balance Sheet bring that.

 OTHER  REPORTS  OR  FORMS   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.

 CREATE  A  BINDER   Bring a 2” binder with you and hole punch anything you plan on sharing. Create dividers for each company. This will allow you to organize and find the documents we share.

 COMPLETE  THE  SURVEY   Make sure you make the time to take the online survey. Info about this will be found on the Wolfpack Basecamp.

 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 for another presenter. These are intended to help them capture as much as possible that is said and shared during their presentation.

 LISTEN  CAREFULLY  AND  SHARE  USEFULLY   Two of the most important activities we will do are to visit Lewis Creek and hear how they operate and the next morning to interview their key employees. 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.