Choosing the Right Measuring Stick
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Recently, at SpringHill, we’ve made an intentional change in how we evaluate our current performance. As I’ve mentioned in previous posts we track a number of indicators that help us gauge how well we’re performing against our goals and fulfilling our mission.
Even though, for years, we set annual goals, broken down by period (our year’s divided into three periods like a hockey game) and by month, our default position has been to compare our results to the previous year. There are many reasons we’ve done this but I think, at the end of the day, it’s been our desire to always improve that’s made last year’s results our measuring stick. So if we exceeded last year, we’ve improved and because improvement has been a higher priority than achieving our goals, we’ve been satisfied.
Then, over the last year, our team’s recognized that improving isn’t enough, that we work hard at setting achievable goals that align with our longer term targets. Our goals mean something. They’re important, even more important than what we did last year because, though we may be improving, the improvement doesn’t guarantee we’ve went far or fast enough to reach those long-term targets.
So we’ve made the change, it’s official. We no longer have improvement over last year as our measuring stick. It’s now our annual, period, and “split time” goals that we measure our performance against.
We’ve even taken last year’s numbers off our Scoreboard which we review in our weekly Huddle meetings. We’ll continue to use the previous year’s results as input into our goal setting as well as in helping analyze our current position but it’s now performance against our goals that will drive our work.
6 Questions Every Organization Needs to Answer, Part 1
Over the last week our staff and board reviewed our answers to 6 key questions every organization should answer. They are the highest level description of the destination and the guard rails every organization needs to assure long-term effectiveness.
Here are the 6 questions we reviewed and the place SpringHill provides the answers:
- What do we believe to be true? Statement of Faith.
- Why do we exist? Mission
- What’s important to us? Core Values
- What makes us distinct? Philosophy of Ministry
- What do we want to achieve in 15, 20 or 25 years? Big Hairy Audacious God Goal (BHAGG)
- What do we want to become in 5, 10, 15 years? Vision
The answers to the first 4 questions focus on the “now” and need to be a present reality within the organization. Thus they are the guard rails that keep the organization from getting off track.
The last 2 questions are future focused and provide the organization’s long-term destination. These answers need to be guided by and consistent with the answers to the first 4 questions.
All the answers should be treated like the Constitution of the United States – slow and laborious to change. Why? Because any change needs to appropriately involve every stakeholder group of the organization, and this takes time. If the answers keep changing it’s because the questions have never been truly answered.
Not only is it necessary to answer these 6 questions, it’s absolutely essential that the answers drive everything else in the organization. Every decision made within the organization is to be subservient to the answers to these questions. That’s why these answers are so important, and why they should rarely change.
Finally, we believe answering these questions not to be, a an act of calculation, but an act of discovery, a discovery that will pay richly in a long future of effective ministry.
To see SpringHill’s answers to the 6 Key Questions click here.
What We do During These Winter Months
It’s during these winter months that I’m often asked (mind you, rarely in a judgmental manner) “what do you and SpringHill do all winter long?” People know what SpringHill does during the summer – we have summer camp – but it’s the other nine months of the year that seem to be a mystery to people.
Now I’m not offended by such inquiries because they give me an opportunity to share all that we do during these busy months of winter. So, just in case you’ve also wondered, let me share with you the answer to the question “what do you and SpringHill do all winter long?”
In no particular order here’s a sampling of our work this winter:
Visit college campus’ across the Midwest to find, recruit, interview, reference check, do back ground checks and contract a 1000 people to work this summer.
Then prepare comprehensive and effective training for each of these 1000 new staff.
Create, plan and prepare 5 major programs and curriculums for campers and summer staff.
Make improvements to our property and facilities in time for our first campers to arrive.
Identify 65 church and ministry partners in 12 plus cities to host our Day Camps as well as identifying dozens of partners for 2013.
Market, sell, register, collect releases, medical forms, payments and answer the questions of parents for 23,000 summer campers.
Raise money to make the needed capital improvements and pay for 2500 camper scholarships.
Work out the logistics of weekly opening and closing days at 9 different SpringHill locations.
Oh yes, I nearly forgot, we’ll also serve nearly 12,000 retreat campers between now and the arrival of our first summer camper.
So as you can see, there’s no off-season at SpringHill, just a different season with different work. So as you think of SpringHill in the months to come, please remember this list and then pray for our staff that we’ll do all our work well, so that God might use our efforts to transform the lives of campers and staff we’ll have the privilege to serve in the coming months.
The All Staff Meeting
Eileen Zilch discussing some Key Indicators We just finished one of our 3 yearly All Staff Meetings this morning. We do one at the end of each of our three “seasons” scheduled along each of our three yearly Board of Director’s meetings. The meeting allows the entire staff to hear and interact with the same information that our board receives, including the results of the previous season and a look ahead to the rest of the year.
The meeting has evolved over time, moving from something that might be compared to a locker room speech to a more businesslike model. We continue to try to balance being “businesslike” and having that pre-game locker room feeling. Depending on the meeting we tend to lean one way or another.
The tone of today’s meeting clearly leaned towards more businesslike. Part of the reason was the large number of items on the agenda.
Our standard agenda includes:
Performance against our goals (see our weekly huddle goals –click here)
Progress on Key Initiatives
Ministry highlights and stories
President’s message (content varies meeting to meeting)
One other topic
We share the presentation responsibility among our management team. Today we had 7 different people present. Our goal is to share information quickly and succinctly allowing time for questions and comments by staff.
One of our biggest challenges has been the growing number of staff who have offices outside of Evart, MI. We’ve struggled finding reasonably priced technologies that would effectively include remote staff. Today, by using GoToMeeting, we had our best “technology” meeting yet, marked by a relatively high interaction between people in 6 locations. Not perfect, but less costly than people driving to the location.
Finally the highlight of these meetings is the simple fact that the entire SpringHill team is “together”, which, for me, is always a great thing.
The Truth about Faith and Planning
In Christian organizations we often live in the tension between faith and planning. The tension comes because we believe faith and planning to be polar opposites.
Christian history is full of stories of “great people of faith” who did miraculous things for God. We want to be a part of such stories. On the other hand, it isn’t nearly as appealing to be part of a story centered on a cold and calculated plan, professionally executed. Instead we want to “let go and let God” and become part of a “miracle”?
We want to be like Peter who stepped out of the boat to walk on the water but too often we ignore Nehemiah’s thoughtful and intentional plan to rebuild Jerusalem’s wall, or David’s strategic vision and preparation to build the temple. Did David and Nehemiah have less faith than Peter? Or how about this question, would you rather walk on water for a few seconds or rebuild a city or build God’s dwelling place on earth?
I know my answer; I want to do something significant and lasting. And to do something significant and lasting requires planning, preparation and vision. And it also requires prayer (re-read Nehemiah) and faith (re-read David’s temple preparation).
Like Nehemiah and David, God has called us to be stewards of our time, resources, gifts and abilities. As a result, a good steward plans and then assures those plans align with their master’s intentions. And the beautiful thing is, the better the stewardship, the greater the opportunity of being a part of a miracle.
Therefore we need to stop seeing faith and planning as polar opposites, instead we need to see them as essential companions in our work. When we do this, God will do His greater work, allowing us the possibility of being a part of a miracle that’s significant and lasting.
The Huddle and the Scoreboard
Every football team develops a plan for each game. The game plan informs the coaches which plays to call and the huddle is the “meeting” where this decision’s communicated to the players. The scoreboard informs the coaches, players (and fans) just how good the game plan is and how well it’s being executed. Based on the scoreboard, coaches and players make mid game adjustments.
Many organizations have implemented their own version of a huddle and scoreboard to help their teams “win” their game. SpringHill is into its second year of its weekly huddle and scoreboard. Both have helped our team quickly see the score, make the necessary adjustments and then “win the game”. It’s not a stretch to say that both the scoreboard and huddle are two contributing factors as to why SpringHill had its biggest year in its history.
Our huddle is open to all staff but the official “players” are members of our management team who have the responsibility to record the “stats” in the scoreboard and report them in the huddle. Our scoreboard includes the following statistical categories, measured against stated goals:
Camper Experience including spiritual impact, Net Promoter Score (NPS) and safety
Camper registration
Fundraising
Finances
After the huddle each manager reviews the “stats” with their own teams, so within a few days the entire SpringHill team knows the current “score” and can make adjustments in their game plans. We’ve added another tool in 2012 – a bi-weekly Huddle Report that’s emailed to all staff and summarizes the huddle, the scorecard and other important information our team needs.
We used three books in designing the SpringHill huddle and scoreboard – The Rockefeller Habits, Death by Meeting and The Great Game of Business. Each provided great perspective and input.
At SpringHill, we like to keep score, and we like to win, and the SpringHill huddle and scoreboard helps us do both.
False Hero Worship
Our Michigan Facilities Manager, Joe Yahner, calls the celebration of work and projects done at the last-minute, false hero-worship. He mentioned it in an impromptu conversation he, our Retreats Manager Eric Woods and I were having about Winter Teen Retreats preparation.It’s a great description of an all too often occurrence in organizations large and small, including, in times past, at SpringHill.
False hero-worship happens when organizations confuse procrastination, the lack of planning and the accompanying last-minute scramble to get work done, with good planning and execution. When organizations and leaders make this mistake they reinforce the wrong behaviors in their teams. Instead of encouraging great planning and execution, leaders send a message that they value being behind with two minutes to go, and the lack of planning and procrastination which causes it.
It’s like making heroes of fire fighters who start their own fires, and then celebrating their great fire fighting. We become so addicted to the adrenaline rush of fire fighting (or watching fire fighting) that we inadvertently encourage fire starting (lack of planning and preparation).
And if adrenaline highs is your goal then good, thoughtful and intentional planning followed by calm and professional execution of the plan, offers very little excitement. It only offers great, sustainable results at lower organizational and personal costs.
Great planning and execution also offers the deep satisfaction of knowing a job, the entire job, from beginning to the end, has been well done – so well done that the work looked easy (even if we know it wasn’t).
So Eric, Joe and I had our own brief “celebration” in the Trading Post of the good planning and great work done by our team. And based on the first two retreats, we’ll also be celebrating another winter of great ministry.
Jim Collins & Great by Choice
Mark Olson, SpringHill’s former President, was the first to introduce Jim Collins and his work to SpringHill through the book Built to Last.It was in reading Built to Last that I became a fan of Jim Collins, and it certainly wouldn’t be far off to say, over the years, that I’ve become a disciple of Jim Collin’s research/writing. Since Built to Last, I’ve read all his books, have had our key leaders read his books, then continued the practice Mark started of applying the books’ principles to SpringHill.
After 15 years and 5 books, both Collins’ concepts and terminology have become part of the SpringHill culture. Read our strategic/ministry plan and you’ll see how Collins’ work has impacted and influenced SpringHill.
In an effort to avoid becoming an organization that is always chasing the “flavor of the day” we’ve been intentional about staying consistent in using Collins’s concepts and terminology. We acknowledge there are other good management consultants who use different terminology and have their own twist on strategic and leadership concepts. But we believe it’s counterproductive to switch, mix and change language within a culture, in the name of being cutting edge, when the underlying principles are similar or the same.
Finally we’ve stayed with Collins and his work because, unlike so many other experts and their books, the concepts derive from rigorous research not anecdotal evidence, opinion or folk-lore.
Which brings me to Collins’ new book (written with Morten T. Hansen) – Great by Choice, it’s another “great” work based on “great” research. Many of SpringHill leaders have already read it and a number of our department teams, including my leadership team, have plans to carry out the appropriate concepts into SpringHill.
So once again, Collins provides timely and relevant insight for organizations and leaders looking to stay or become “great”. I highly recommend it.
Defining “Best”
In my last post I addressed SpringHill’s goal of having the best team by being an organization that the best people want to be a part of. But as I’ve thought about the word best and how it’s commonly used I may have misrepresented our goals. So let me clarify.
The word best typically implies comparison. To be the best means you’re better than everyone else. That’s not what we mean at SpringHill when we talk about being the best.
When say we want to be the best team we simply mean we want to be effective in fulfilling our mission and achieving our goals and doing it consistent with our core values. In other words being the best means we are faithfully delivering on God’s calling for us and doing so in the way that honors Him.
This is also same the spirit in which we use the word best when applying it to people. It’s not our goal to have the “number one” person in a particular field or profession on our team. Instead our goal is to have the right person. We use the language in Jim Collins’ book Good to Great where he says “great organizations have the right people on the bus”.
The right people are those who’re committed to our mission, embrace our values, embody the SpringHill Experience, fit our culture and have the skills and abilities to help our team be successful. There may be more talented people in the world by comparison, but for SpringHill, if they don’t meet these qualifications, they’re not the best.
So you can see we’re not into comparisons, except for the one that really matters – the comparison of ourselves as individuals and as a team to what God’s called us to do and who He’s called us to be.
The Key to Becoming a Great Organization
Photo by Denise Perry at the SpringHill Staff Christmas Party What’s the single most important factor in a successful organization? At SpringHill we answer, without hesitation, people. Winning organizations must have the best people in the right roles working effectively together.
To this end we’ve committed ourselves over the last 10 years to becoming the kind of organization that the best people want to work for. The logic’s simple – if you want to be a successful organization you need the best people. To have the best people doing the best possible work you need to be the kind of organization that attracts, retains and inspires great staff.
Now it’s one thing to say you want to be the kind of organization that attracts the best people, it’s another to be able to objectively say you’re making progress to that end. We faced this issue at SpringHill so decided a number of years ago to use an employee survey tool through the Best Christian Workplaces Institute (BCWI). It’s a proven tool that provides survey over survey comparisons and benchmarks against other organizations on key factors measuring organization health.
We take the survey every two years, not to win an award, but with the goal of identifying areas for improvement as well as areas we need to assure remain positive. It has become the “Key Indicator” of our organizational health and our impetus to continue becoming the best possible place for the best people to work.
And our logic’s held true. As our BCWI scores have improved, indicating our improvement in organizational health, so have our other key measures including: annual campers served, camper retention, financial measures and most importantly our key spiritual measures of our campers and staff.
Oh yes, we just took the survey and I’m thankful to announce SpringHill’s selection once again as a 2012 Best Christian Workplace.
