Offsites, Alignment, and Ou Meul Cappuccinos

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“You can’t make this sh*t up”, said my embattled wife, as she booked our screaming six-year-old in for an emergency op after a sleepless night. He’s fine, and I’ll spare you the details, but it’s been a rough week, and her quick trip to Botswana to inspect a new property (“work”) was well timed to just recalibrate.

One of the best lessons I've learned—both in business and in life—is how crucial it is to take a breather and align. Whether it's with your leadership team or, as I do, with my partner in crime Caroline every quarter, these check-ins are non-negotiable. Every three months, Caroline and I head to Ou Meul, grab some cappuccinos, and spend a morning doing our own version of an "offsite." Picture this: two coffee-fueled adults sitting across from each other, aligning on weekends away (or not), kid disciplining strategies, family dynamics, work commitments, finance and even booking time for ourselves. It’s all about how we're going to tackle the next few months in order to make the year a success.

Like Caroline took a few days for a work trip (but it is something she loves to do), we all need to take a moment to pause, restore, and refocus.

The same strategy works for company offsites, although there we take a whole day. They exist to align our entire executive team with internal processes, metrics, and external messaging strategies.

Company offsites are not just about getting away from the office; they are about stepping back and evaluating our progress, challenges, and future direction. These gatherings provide a dedicated space for the executive team to reflect, discuss, and strategize.

Just like our personal check-ins, these offsites allow us to realign our priorities. We dive into our internal processes, ensuring that everyone is on the same page and moving in the right direction. Whether it’s refining our workflows, analyzing key performance metrics, or figuring out how to enhance communication across departments, this is our chance to bring all those conversations to the forefront.

You know who else does this? Rassie and the Springboks, who have won multiple trophies, including two World Cups. Their success can be attributed in part to their annual "Alignment Camp", a gathering that serves as an "All Hands Meeting". During this camp, the entire team, coaching staff, and management come together to focus on their shared vision and strategy.

Following this major alignment event, the Springboks conduct regular executive team check-ins to discuss their strategy and adjust tactics as needed. This blend of an annual deep dive into alignment and consistent check-ins keeps everyone focused and agile, ensuring that they are prepared to tackle any challenges that come their way.

Here are some themes on how we structure our executive offsites, inspired by the Springboks' approach:

1. Icebreakers & Setting Expectations: We always start by setting the tone. Create intimacy, some psychological safety and make sure everyone is heard upfront in terms of what they need for the time to be valuable. Don’t go for an easy conversation starter – some tougher questions can yield amazing results.
2. Reflection on Performance: Then, the CEO will deliver a SONA, reviewing the previous quarter—what worked, what didn’t, and why. It’s all about honesty here: we celebrate our wins, dissect our failures, and learn from both. This reflection helps us avoid pitfalls and replicate successes.
3. Aligning Internal Processes: Next, we focus on our internal processes. This includes evaluating how our teams collaborate and communicate. Are there bottlenecks in our workflows? Are we leveraging technology effectively? By addressing these questions, we can streamline operations and ensure that everyone is working efficiently toward our shared goals.
4. Setting External Messaging Strategies: Once we’ve tackled internal alignment, we shift our attention to our external messaging. What’s our narrative to clients and stakeholders? How can we enhance our brand’s voice? This is where creativity meets strategy. We brainstorm ways to strengthen our relationships with clients and ensure that our messaging aligns with our core values and goals.
5. Client and Stakeholder Strategies: Our discussions also extend to client and stakeholder strategies. What are the key insights from our recent engagements? Are there new opportunities we can explore? By aligning our approach to client relationships, we can ensure that we’re not just meeting expectations but exceeding them.
6. Commitment to Action: Finally, we leave each offsite with a clear action plan. Each team member knows their responsibilities, deadlines, and how their work ties into our broader objectives. This commitment is crucial; it ensures we don’t just talk a good game but actually follow through on our plans.

Each offsite has elements of the above, but the thrust and theme of the day usually focus on one of them. We always take time to check in with the whole team on what’s most pressing for them, and we focus on alignment on those key issues.

PG’s Pro Tip:

Schedule your offsites a year in advance: Just like our personal check-ins, don’t put off these vital company offsites. Schedule them like any important meeting and set an agenda that encourages open dialogue and constructive feedback. It could be a day at a retreat centre or even a local venue away from the usual distractions. The key is to create an environment that fosters creativity and collaboration. Let the power of alignment propel your business forward!

Kind regards,

PG