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.
Time – One of Our Most Valuable Gifts
If I learned anything in 2011 it’s that time isn’t just my most valuable resources, it’s a gift.
It’s a gift because it’s part of God’s creation. It’s one of God’s most valuable gifts because (along with space) it’s the context in which we experience all His other good gifts.
In the book What to Ask the Person in the Mirror (see my post) Robert Steven Kaplan recommends leaders do an audit of how they spend their time. Sensing, that with the growth of SpringHill, I was beginning to lose my grip on this gift, I did a time audit in November and early December.
I accomplished this audit by carrying around an Excel spreadsheet with a list of key activities I do, or should do, during a typical week. Then I marked down, in ¼ hour segments, where I spent my time. I did a tally at the end of each day and at the end of the week. After the first week I made adjustments in the spreadsheet to better reflect where I was actually spending my time. It was a simple process, requiring little time and, most importantly, it was enlightening.
After five weeks one major theme became apparent – the time I’m committing to my work has increased as SpringHill has grown. The trouble is, if this pattern continues, one day I’m going to run out of time (time being a finite resource), which could result in me becoming a hurdle instead of an aid to SpringHill continuing to reach more kids in more places more effectively.
This result would be unacceptable. So I’m taking intentional steps in 2012 to do a better job with the gift of time God’s given me. (See my post on questions to ask yourself in preparing for 2012).
What will you do with your gift this year?
10 Questions to Ask Yourself about 2011
Every year over the Christmas holidays I take time away from work and spend it with family, doing needed projects around the house, and readying myself for the New Year. One exercise I do in preparation for the upcoming year is to set personal goals, as well as layout plans to achieve those goals.
As in any goal setting exercise, I always begin by evaluating the past year. After a conversation about 2011 with my good friend Jack McQueeney, Executive Director of the Navigators’ Glen Eyrie Group, he sent me the following list of thought-provoking questions to help me evaluate 2011 and plan for 2012. I share them with you in hopes that they’ll be as helpful to you as they have been for me.
- What is the greatest lesson you learned this year that you never want your kids to forget?
- How might you have behaved or acted differently this year if you had to do it over again?
- Looking back over the year, what did you set out to do that you didn’t do and why?
- What key discipline did you live out this past year that had a significant impact on your life? What was the impact?
- What are you most proud of this year?
- What were the key surprises (good or bad) that happened this year?
- Which relationships in your life grew this year and which regressed?
- If you could go back to the beginning of this year, what piece of advice would you give yourself? Why?
- Looking back, what was the overarching theme for the year?
- What will be your overarching theme for next year?
Are there other questions you’ve found helpful to answer in evaluating your life? Please share them with us.
Submitting to the Mission
I’m reading Jim Collins and Morten T. Hansen’s new book Great by Choice where, for illustrative purposes, they compare the leadership styles of the two Antarctic explorers, the well-known Robert Scott and the lesser known Roald Amundsen, who raced each other to the South Pole. In particular, Collins and Hansen references Roland Huntford’s fantastic book The Last Place on Earth – Scott and Amundsen’s Race to the South Pole.
I read The Last Place on Earth in 2009 and immediately appreciated it as both an important historic account as well as a great study in leadership. It combines the two types of books I love to read – history books and in particular biographies of historic characters and books about real life adventure. The Last Place on Earth takes a historic look at one of the great adventures of all time – the story of the two men who raced to be the first to reach the South Pole.
I won’t repeat Collins and Hansen’s leadership lessons (you can read their book) but instead share one leadership observation and one conclusion I drew from The Last Place on Earth.
The observation – Scott ended up being the more celebrated of the two explorers though he failed in his mission which ended in his and his team’s death while Amundsen, the first man to the South Pole, is largely unknown outside of historical and exploration circles.
The conclusion – if a leader submits all, including their own personal ambitions and recognition, to the fulfillment of the team’s mission they’re more likely to be successful. At the same time they’re more likely to be unknown or forgotten because they made accomplishing the mission look easy while doing it with less drama than those who failed.
The Tension between Unlimited Wants & Limited Resources
One of the first things I learned in my introduction to economics class back at Central Michigan University was that economics is best described as the tension between “unlimited wants and limited resources.”
This perfectly describes the tension we experience at SpringHill every fall as we finish our upcoming year’s financial plan, or what we affectionately call “the budget.” It’s an “all hands on deck” (or should I say “all brains on deck”) activity because of the importance we place on the entire team’s input and ultimate ownership of the financial plan. It tends to be a time where everyone’s brain hurts and passions (and frustrations?) run high.
But for us the financial plan’s actually the final step in the development of what we call our annual ministry plan for it’s the anticipated financial outcome of that plan. Our ministry plan includes; which SpringHill Experiences (SHX) we’ll offer to whom, where we’ll offer these SHX’s, and the anticipated number of participants. We also work out the details of everything we’ll need to carry out these SHX’s including capital investment and staffing. Finally we align this plan with our 5 year strategic plan to assure we’re headed in the right direction and accomplishing our long-term goals.
We dream big for God which results in big plans early in the process. Then we begin to put dollars and cents to these plans and the tension begins to rise because our dreams are always unlimited but, we discover, God generally gives us limited resources. Over the years I’ve become convinced that God does this so that our big plans become His plans.
And in the end that’s our desire – that our plans will be God’s plans because we want the results and the glory to be all His.
Why Do You Spend Your Precious Time…?
Yesterday we had one of our three yearly “all staff” meetings which follow each of our three “seasons”. Our agenda’s consistent for each meeting – we review the results of the completed season as well as the anticipated results of the upcoming season and year.
It’s an opportunity to celebrate and pray together as well as ask questions, make suggestions and assure we’re aligned as a team.
We want these meetings to be fun, informative, causal, real and helpful in achieving our goals. We speak frankly and with full transparency about how we’re performing and what’s needed in the months and years to come.
At the end of this particular meeting, as a first in many discussions related to the task of re-articulating SpringHill’s vision statement, I asked our staff to begin to think, reflect and pray about the following three questions (taken from What to Ask the Person in the Mirror by Robert Steven Kaplan –see my 10/23/2011 post) .
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What do we (you) hope SpringHill will achieve in the years ahead?
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What’s special about SpringHill?
- Why do you spend your precious time and energy working for SpringHill?
Over the next several months the answers to these questions will become key inputs into our vision re-articulation.
But today I asked our team for some impromptu answers. Their responses were moving, inspiring, stunning and made me proud to be on this team.
Here are just three of many answers (paraphrased) to question 3 our staff shared:
“I’m able to fulfill God’s calling in my life of creating cool and inspiring environments that God can use to transform lives.”
“God changed my life when I was a SpringHill camper, now I can help create the same life transforming experiences for other people.”
We have a great start to this important task of brining new clarity to the SpringHill vision.
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Drawing Our Mission
Mission statements are normally expressed in words. But yesterday I had the opportunity to articulate SpringHill’s mission through a drawing supplemented by words not used in our actual statement.
As you can see from the photo I’m no artist but my lack of talent didn’t diminish the power of this exercise. The power came in the challenge of thinking through how to communicate our mission in a drawing as opposed to the words of our statement. This 20 minute process provided me a different perspective on a mission we’ve had for decades.
During the act of illustrating I began to see the role the SpringHill Experience plays in the life of a young person in a different way. Having a mission statement that’s often referred to and memorized can lead to a bit of staleness – illustrating it made it fresh again.
Which led me to, once again, affirm the importance of our mission and the need to assure its continuing effectiveness.
The exercise also provides an alternative way to communicate our mission to our key constituency groups by providing them with a fresh perspective as well.
So on my “list of ideas we need to do” from this week with the Chicago 7 (a peer learning group of CEO’s from similar camps) I’ve added “#15. Have our marketing team create a quality illustration of our mission.”
By the way our peer learning group’s meeting this week’s at the very cool The Leadership Studio at Muskoka Woods in Ontario Canada. It’s CEO and a close friend, John McAuley, is a part of our group and facilitating our time together. If you and your organization need a place for a retreat where you can do some great work you need to check out The Leadership Studio. I guarantee you’ll come back with more than just a drawing of your mission statement.
Is It Worth Going on Vacation?
Have you ever wondered if it’s really worth taking a vacation? I’m a day away from my annual Canadian fishing trip with some close friends and I’m doing double duty to get everything done. So I hate to admit it, but I’ve asked myself more than once – is it worth it?
Of course my answer’s always “absolutely YES!” I can’t imagine not being with my closest friends doing something I love to do in a place I love to be.
So then I ask a follow-up question – “what do I absolutely need to do to go on vacation so I’m not worrying about what I didn’t get done?” My answer’s the first step in getting ready to leave.
The answer’s also important because I won’t have any cell service or email so there’s no chance to do any leftover work. And I’ll be mad at myself the entire vacation if I’ve planned so poorly that I have to bring work with me.
The next step is to create a prioritized “Before I leave for vacation” to-do list and then work on it the two weeks before I leave. The list includes SpringHill work, family commitments, trip preparations and other obligations.
I then prioritize the list into two categories. The first is “the stuff that absolutely needs to be done before I leave” and the second category’s the ever-growing “stuff I would like to do before I leave”. You know which one I work on first.
The list does a few things for me. It keeps me focused. It provides my assistant Katie and my wife Denise an idea of what balls that might come their way while I’m gone. And finally the list’s essential as a starting point when I’m back.
So yes, vacation’s worth the work, but I couldn’t be ready without my to-do list.
