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Successful Off-Site Meetings – a conversation with Aaron Christy, CEO Indy Roof and Restoration. image

Successful Off-Site Meetings – a conversation with Aaron Christy, CEO Indy Roof and Restoration.

The Independent Minds
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Discover how one entrepreneur ensures that his annual off-site planning and training meeting is successful for his business and his team

Aaron Christy is the founder and CEO of the Indianapolis based roofing company Indy Roof and Restoration.

For many people the prospect of being ‘invited’ by their manager to attend an off-site meeting is less than appealing. But Aaron Christy has a team who look forward to their annual off-site meeting.

In this episode of the Abeceder podcast The Independent Minds Aaron explains to host Michael Millward the format that he uses to create a not-to-be-missed meeting.

During their conversation Michael and Aaron discuss:

  • The importance of planning
  • Balancing different types of activities
  • Fellowship and community building
  • Answering the ‘what’s in it for me’ question
  • Building connections between the organisation’s objectives and the individual’s lifestyle aspirations and career ambitions
  • Impact on individual performance over the year

Discover more about Aaron and Michael at Abeceder.co.uk

Audience Offers – listings include links that may create a small commission for The Independent Minds.

Roof and Restoration hold their annual strategy and training meeting at Gatlinburg TN.

The Independent Minds is made on Zencastr, because as the all-in-one podcasting platform, Zencastr really does make creating content so easy.

Travel – With discounted membership of the Ultimate Travel Club, you can travel anywhere at trade prices.

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Transcript

Introduction to Podcast

00:00:05
Speaker
Made on Zencastr. Because Zencastr is the all-in-one podcasting platform that really does make every stage of the podcast production and distribution process so easy.
00:00:17
Speaker
Hello and welcome to the Independent Minds, a series of conversations between Abyssaida and people who think outside the box about how work works with the aim of creating better workplace experiences for everyone.
00:00:34
Speaker
I'm your host Michael Millward, the managing director of Abbeceda.

Meet Aaron Christie

00:00:39
Speaker
In this episode of the Independent Minds, Aaron Christie from Indy Roofs and Restoration is going to tell me about his different approach to strategic planning and training days.
00:00:53
Speaker
Aaron is based in Indianapolis. I have never visited But if the opportunity to go presents itself, I will use my membership of the Ultimate Travel Club to make all my travel arrangements.
00:01:05
Speaker
That is because membership of the Ultimate Travel Club gives me access to trade prices on flights, hotels, trains, holidays, and all sorts of other travel related purchases. I have added a link with a built-in discount to the description so that you can become a member of the Ultimate Travel Club as well and just like me, travel at trade prices.
00:01:27
Speaker
Now that I have paid some bills, it is time to make an episode of The Independent Minds that will be well worth listening to, liking, downloading and subscribing to, and probably good enough to share with friends, family and work colleagues as well.
00:01:44
Speaker
As with every episode of The Independent Minds, we will not be telling you what to think, but we are hoping to make you think. Now, let's say hello, Aaron. Hey, how are you doing, Michael?
00:01:56
Speaker
I am extremely well, thank you very much. I hope you can say the same. I am. it's ah It's a great day. We've been in a frozen tundra here in Indianapolis. We have some sun coming out.
00:02:07
Speaker
Nice. It's shining on us. The snow's melting, so we are happy here. Summer and spring are on their way. Yes, absolutely. Let's start, please,

The Evolution of Indie Roofs

00:02:16
Speaker
Aaron. If you could tell me a little bit about...
00:02:18
Speaker
what Indie Roofs and Restoration does. Sure. Indie Roof and Restoration um is exactly what it sounds like. I started the company in 2018 as a roofing contractor.
00:02:32
Speaker
And then as things evolved, there's a lot of insurance claims from storms, hail winds. We started doing gutters and interior and siding and other things like that.
00:02:44
Speaker
And then eventually rolled into the restoration part of it with water restoration, mold restoration and some other things along that line. So it's just evolved over the years to be everything restoration. And you mentioned insurance there as well.
00:02:59
Speaker
Yeah. So we do a lot of insurance claims here in Indiana. We get hailstorms every year, not massive like Texas or Colorado, but it's enough to cause damage and cause issues for people here. And there's always wind. We're in a tornado state and other things that cause problems for homeowners and they need somebody to step in and help them get back to whole.
00:03:21
Speaker
You're almost like the whole process, build the house, restore house, insure it and keep it maintained. Yeah, I actually own an insurance brokerage as well. So if somebody is not happy with their policy, ah we can look at that as well.
00:03:36
Speaker
A proper serial entrepreneur then. Yeah. This episode of the Independent Minds was prompted by another episode of one of the other podcasts that Abbasida produces, Rest and Recreation, our work-life balance podcast.
00:03:50
Speaker
in which you were describing how you built your business and also recognized the importance of having a good work-life balance and maintaining good physical and mental health. And as part of that episode, you mentioned something that you do around the strategic planning of your businesses and the training of your businesses.

Innovative Retreat Strategies

00:04:09
Speaker
And yep i was struck by that and had to have you back in order to have a conversation about it. Because when you talk about business away days or executive team away days or any type of business away day my experience has always been that they're rather intense quite claustrophobic very often they can be quite a lot of conflict involved as people pitch their different causes and ideas you're very often sort of hunched over a laptop yeah creating PowerPoint presentations and looking at big screens and yeah all that sort so of stuff and you've had to travel
00:04:47
Speaker
to a hotel that the boss wants to stay in, or you're more likely from the companies that I've worked in, you're in a golf course because the boss wants to have game of golf the day after. Yeah.
00:04:58
Speaker
So what do you do differently? You know, there's there's a lot of work that goes into our yearly training. So there is a lot of laptops and whiteboards beforehand for the leadership team.
00:05:10
Speaker
But the execution itself for the entire team is really fun. It's just really fun and different. And I learned this from a CEO group I was in, which he learned it from another leadership group he was in. So it's been passed around, proven to work, not something we designed.
00:05:29
Speaker
I absolutely love it. What we do as we find a location that's that we can all stay together. And so being that I'm from Indianapolis,
00:05:40
Speaker
About five hours away is a place called Gatlinburg, Tennessee, and they have all of these log cabins that are really cool. They have games in them, arcade games and pool tables and hot tubs, and some have pools. Really neat, but this thing that we have for the last few years is 22 bedrooms, and some of those bedrooms are multiple bunk beds that can sleep like 60 people if we need. Wow.
00:06:07
Speaker
That doesn't sound like the little cabin in the woods. No, no. They are two or three stories most of the time. and But the the key to that is, and the reason why, is you don't want to do it at home because people get caught up in what they have going on in their life.
00:06:24
Speaker
Kids are there, you know, family's there, things are happening. If you go somewhere else and just everybody gets their own hotel rooms, everybody breaks off, goes their hotel hotel rooms. They're on their phones, texted people they know, social media and kind of hiding away.
00:06:39
Speaker
When you're all in the same building, even though people have some space to go to rooms, you know some people don't, the newer guys get the bunk bedrooms where you may have four or six people bunking up, and but they're all forced to spend that time together.
00:06:54
Speaker
The downtime between training, between activities, they're all in the living rooms, they're doing stuff together, they're fellowshipping and they're bonding as a team. So we found that that is by far the most productive way that we've ever done this.
00:07:07
Speaker
And so we start there, but what's important in this trip, and I love that we're talking about this. You got me at a perfect time, Michael, because we are in the middle of prepping for this because we leave for Gatlinburg next Monday.
00:07:19
Speaker
Right. Tell me about the planning that you that you do as a leadership team to make sure that this time that you spend in the log cabin is going to work. So we want to look at what areas we need to work on and what areas we need to improve on as a company.
00:07:34
Speaker
Was there any areas that needed improvement from the previous year? And as in any company, yes. The answer is yes. There are always areas for improvement. So you take a look at what needs improved, what we need to focus on, because focus equals growth.
00:07:51
Speaker
And we go through all of that stuff, plan how we can teach the team to execute on these things better. And whether that's coming up with a new SOP, whether that's training better on that particular SOP, What do you mean by SOP?
00:08:05
Speaker
Standard operating procedure. Thank you. You want to have a plan. like So the goal of any company is to have s SOPs or procedures for anything so that you can take somebody, take a kid that's working at Taco Bell,
00:08:19
Speaker
plug him into this position and then you have an SOP that literally walks you through the entire job. So all you need to do is follow those step by steps. If you don't have an SOP in place, you could have five people doing the same job and doing it five different ways and you're going to get on most of those subpar work because they're not following a process. So that when you mentioned like Taco Bell, a fast food chain, one of the things that is reassuring about those sorts of places is to go to Burger King, McDonald's, whichever one it is, you walk through the door and you know exactly what you're going to get, whether you're in Los Angeles or Lagos, you know exactly what you're going to get. And that's why, because you've got a standard operating procedure from the way it's cooked, the way it's prepared, the way it's presented to, it's always going to be the same. And that's reassuring from both the manager's perspective and
00:09:13
Speaker
from the customer's perspective as well, I presume. Yeah, it's safe. So art do people go to McDonald's because it has the best burger? No, they go to McDonald's because they know exactly what they're getting because it's the same process. They have that process at every McDonald's around the world. why s SOPs are important.
00:09:31
Speaker
We plan all of these things out, but the execution of this is what's really unique and fun and I highly recommend for people.

Retreat Schedule and Activities

00:09:38
Speaker
We have a ah full schedule and we give it to them when they come in the door Tuesday night. We do a little what welcome ceremony. We'll do something easy like pizza or something where everybody can sit around and talk.
00:09:50
Speaker
And we do goal setting for the year. We talk about, hey, this is what we're going to do. Expectations for the week. Have them plan some goals and get excited to commit to their personal goals.
00:10:03
Speaker
We like to do personal goals on top of business as well because we want people to grow as individuals. But the next morning, we follow that to a T. At 7 a.m., m everybody's up and outside, and we do a little workout. Nothing extreme, just something to get the blood flowing. It could be jumping jacks. It could be a walk. It could be something, but get get the the blood flowing. Then we have a cook there that cooks breakfast, lunch, and dinner, so we can focus fully on training and activities. So we go in. We have breakfast.
00:10:35
Speaker
Everybody gets time to shower and cleaned up, and then we meet for training at 9 And then we have four blocks of training. So it goes from 9 to 12. We train on whatever we need to train on.
00:10:46
Speaker
We eat lunch. Again, Coke has it ready for us. Here's the cool part. Then we go do an activity together that we can bond over. As an example, the last two years, first day we go play kickball at a local high school field that's open and available to use.
00:11:03
Speaker
And we have teams and we plan it out. and We get outfits and we you know have competitions and we all spend time together doing that. Then we go back, we have dinner and then go back and we have another three hour training block.
00:11:17
Speaker
So from 530 to 830, we're training again and going through and answering questions from the day and and going through whatever we need to cover.
00:11:28
Speaker
And then after that 830, everybody lets out. This is the cool part. This is why you stay together. Everybody hangs out. They go play cards. They bring some board games. They talk. The cabin that we're in has a pool table and a ping pong table. So we have people that play that. but they spend time together. And especially if you have new employees, they get to know everybody really well.
00:11:48
Speaker
And then we wake up and we do it all over again the second day. By putting that activity right in the middle of the day, it breaks up the six hours of learning so people aren't falling asleep and their minds wandering. It gives you a mental break where you can completely check out of the learning aspect and go enjoy your time.
00:12:09
Speaker
Whereas if we just did six hours of training straight, most of that wouldn't stick. After a couple hours, they're going to start zoning out. And it's been just absolutely amazing.
00:12:21
Speaker
The last night, everybody hangs out. We have a couple drinks for the people that have, you know, that drink. More cards, more games. Then the chef puts all the food out that's left over the next morning and people can grab whatever they want to eat for breakfast or take home. And so you it's two days of training, one night from the previous night, and then everybody heads home. And the guys and girls are excited.
00:12:46
Speaker
They're ready for the year. They've set personal goals for themselves that they've committed to. We've trained them on how to execute on those goals. They feel closer as a team. They're excited to get the year started.
00:12:59
Speaker
It has been absolutely phenomenal. and I can tell you my team looks forward to it every year. They start talking about it several months before. If they ever refer anybody to come and work at the business, you know, they've they've always heard about it. I always post it to my social media.
00:13:13
Speaker
And the people that follow me are like, hey, this looks really cool. And, you know, they want to know about possibly getting a job. It's just all around beneficial. i There's never been one negative aspect to it. Right.
00:13:26
Speaker
I'm a big fan of one the things that you said. I love everything that you've said. But there's one thing in particular that I really like, which is That challenge that organizations have when they present, these are the business objectives, and that's all that they present.
00:13:44
Speaker
And to get people to buy into those, you've got to answer that question, well, what's in it for me? We do something similar at Abbasida, is that we ask people what it is that they want to achieve, then look at all the skills and knowledge and experience they have, and then work out a plan which helps them to develop the skills and knowledge that they need and the experience in order to fulfill their side, fulfill their lifestyle aspirations and their career ambitions.
00:14:11
Speaker
Yeah. Because there are those two. And I find that lots of employers sort of ignore that because it's all about the objectives of the business. That's what's important. But you can't fulfill the objectives of the business without the people. And you've got to answer that question, what's in it for me? What the employee is going to ask?
00:14:29
Speaker
And well, actually, you've got to ask them what do they want to have out of it. If we're going to meet these objectives, what do you want to have as your reward? How is that going to enhance your career, enhance your lifestyle and get them to build the connection between corporate success, their role in that and the things that they want to achieve as well?
00:14:49
Speaker
Yeah. One thing I've learned very quickly in my leadership role is people for the most part, don't care about company goals. It does not motivate them. You may have some people in there that do, you may have some leadership that do, but if you have sales reps or employees, herein, 20 million's the goal, they don't care.
00:15:12
Speaker
If you set specific goals for them, Are they going to strive to hit those? Not without fear, fear of being fired. And that's not an environment that anybody wants to live in. But if you allow people to set their personal goals, then they're making that commitment to themselves and they've committed to it. And all you're doing is holding them accountable to what they've chosen to do. And it's better for them and it's better for us.

Motivational Goal Setting

00:15:38
Speaker
I would make one suggestion for everybody, and that is use minimum primary and visionary goals.
00:15:48
Speaker
And what we learned is that if somebody sets a goal for themselves, a lot of times it's going to be a push goal or it's going to be an an easy layup. And if you said if they set a push goal for themselves, if they start realize that they're falling short and they're never going to hit it, they stop talking about goals.
00:16:06
Speaker
They stop pushing because they know it's out of reach. And if they if they set a ah layup goal, that's just easy to hit. Like, going to hit this is to be no problem. They're not going to tell me I'm not going my goal or I don't want them pushing me. Once they hit that, then there's nothing to reach for.
00:16:23
Speaker
So what we started doing is we call them MPVs, minimum primary visionary. So you need to set your minimum goal, something that you know you're gonna hit, what you have to have to live.
00:16:36
Speaker
Like this is your goal that you have to hit. Then your primary goal is what you're reaching for this year. Like what you think is an obtainable new goal that with hard work you should hit.
00:16:47
Speaker
And then you have a visionary goal That should be almost impossible to reach, but not impossible. And that is like if I did everything right, the market connected, I pushed every lever that I needed to push and executed fully every single day. I could hit this visionary goal, but that keeps them pushing. So once they hit minimum, they're not done. It's like, all right, now I need to go hit primary.
00:17:12
Speaker
And if they hit primary early enough, they're like, hold on, I might be able to hit my visionary goal this year. But it doesn't drop them out of the goal halfway through the year because they know it's an impossible feat.
00:17:24
Speaker
Yes. Yeah. I like that. I like that a lot. And it reminds me that one of the things that we do is related to the way in which we define those goals and objectives. So, you you'll have heard of the SMART acronym that is used to define an objective.
00:17:39
Speaker
Yeah. And we, uh, We change that. We take out the achievable and the realistic and replace it with a U. So we end up with must. And the M is measurable.
00:17:50
Speaker
The S is specific. The T is for time. But the U is for unbelievable. And it's quite interesting when you say, OK, this is what would be easy for you to do. This would be a bit of a stretch. But if you did this, something that you're not quite sure that you're capable of, it would be almost unbelievable. And if you had to go home,
00:18:11
Speaker
at the end of the day and say, you'll never believe what happened today. we found that that fits in very well with your minimum primary and visionary is that when you give people something that is just a little bit beyond the horizon and they agree with that with you, that can be very motivational and really, put really finds that people are pushing themselves rather than you pushing them because they they know why they're doing it and they've bought into it for themselves.
00:18:40
Speaker
rather than anyone else. I love that. Obviously, that aligns perfectly with what we we use. We use that for everything in our business for almost every aspect.
00:18:53
Speaker
And you're right. it's It's getting the people to be on board and then it's off of us. to tell them all we're doing is pointing out their commitments and where they want to be and saying, Hey, you said you wanted to hit this because you wanted to put money aside for your daughter's wedding or this or a vacation. Like these are your goals.
00:19:17
Speaker
Um, what do we need to do to hit those goals? Yeah. What, what help do you need from us? But let's, let's get you there, um, to get you to reach what you wanted to reach to be successful in your eyes. Yeah. It makes managing and leading people an awful lot easier. Yes. You know, what it is you've got to do for them, you are there to provide the experience, the resources, all that they need in order to shine.
00:19:42
Speaker
Everyone is going to shine in their own particular way because they're all aiming for something different. but doesn It doesn't mean to say that everyone has to be looking to excel at everything. There can be people on the team who are your reliable people. And I don't mean that in the any derogatory type of way.
00:20:02
Speaker
And I just mean that they're the people who have said, actually, what I want is to come in do a really good job at this, earn my money and go home.
00:20:13
Speaker
There are other people will be wanting promotions and extra income, but amongst all those people who are striving for career advancement, you also need those people who are the reliable, going to come in every day.
00:20:25
Speaker
You'll be celebrating their 10th anniversary, their 20th anniversary. with the company because they like what they do and they like the organization that they work in. And your job is just to make sure that they continue to have that type of relationship with you and with your organization. I agree 100%. And I'll tell you, this is the not fun part that you know people talk about, but as a leader, it's a realistic thing.
00:20:51
Speaker
ah When you do that in this like in our sales department, When people set minimum primary and visionaries minimums, we have minimums as a company and sales that people need to hit to make it sustainable and and profitable for them to work there. And if they choose their minimums and they've committed to those and made those personal commitments, if they're not hitting those,
00:21:15
Speaker
It's a real easy conversation later because you just have those conversations. Hey, this is where we need to be. This is your commitment. And then it's almost like they self-select out. Hey, I know I'm not hitting my goals. I know where I'm im not um not doing well at.
00:21:30
Speaker
you know And it it makes if you have to let somebody go really a lot easier than normal, not always. And then sometimes they just self-select out. They know they're not doing and executing on what they need. So not the fun part, but it is part of it. Yes.
00:21:45
Speaker
Very much so. And I think if people can about communication in many ways, and it's a two-way communication, it is, know, you as an employee, a member of the team have said that this is what you want to achieve and you're not achieving it.
00:21:59
Speaker
if If it's not working for you, then it's not working for us either. And you really need to think about whether it might work better somewhere else. It's, that's two-way conversations.
00:22:10
Speaker
You know, talking about these things should never be something that either embarrasses people or is something that they're worried about having those conversations we build them up into something that we're worried about whereas you set the right foundations at the start of the year you shouldn't have and you're continually having conversations throughout the year the conversation that you just described like i said like you said should generally not to be a problem. Absolutely. 100%. These couple of days away that you're having that stick a lot of planning, but all the feedback from the employees is that they love them. And it's almost part of your

Refining Retreats for Success

00:22:48
Speaker
recruitment strategies to tell people that you do these things.
00:22:52
Speaker
That sort of positions you almost as an employer of choice for people want to get involved in those. But I'm wondering about what have you seen within your teams as they're going through this, that is the most difficult part for them to fully engage with?
00:23:08
Speaker
Man, I'll tell you, ah don't have... a lot of negative things to say about this. I just haven't had an experience yet where where it's been negative. What I will say, if I could change something, that what I've learned over the years of doing this is at the beginning, when we first started doing this, we're all adults. We would allow people to have drinks at night. And we had a couple years where people had a little bit too much because everybody's having fun together and they were not so hot the next day during morning training. So over the years, we we limit that to the final night. Yeah, just to it's two days. We want to keep everybody focused solely on that. But that would be really the only thing that we've changed since we implemented this, because like I said, I didn't invent this.
00:24:00
Speaker
I got a working bottle from somebody else that I just plugged into my company. And it worked for you. Absolutely. I am wondering about what made it work for you. So was there anything that you could say that we saw this idea, we liked it, we thought we'll apply it into our organization?
00:24:21
Speaker
What was it about your organization that made it work? And what would another organization who's listening to this and thinking that we could try that? um What do they need to be to be ready to do it? Because I can imagine organizations that have never done it might find it very difficult to do.
00:24:37
Speaker
It's once you've kind of once you got the breakdown, it's not it's not that difficult. Take some planning on because you want you don't want to waste anybody's time. You want to make sure that things are important. to to reach your company goals that year. And ours have been different every single time based on the needs of who's there.
00:24:55
Speaker
And so if you look up Revolt, R-E-V-O-L-T on YouTube, there's a lot of, videos That was my original CEO group for roofing, and they have tons of videos of all the revolt retreats. And you can probably see a lot of information on that and see how that breaks down.
00:25:18
Speaker
So you want to focus on the right things. But I saw this and I went and I lived it for three years with revolt. Then I was like, okay, well, we're already doing yearly planning and we're working with the team. And at that time I was renting a hotel room for two days and we were all just getting together and kind of talking there. and while it was,
00:25:38
Speaker
It was nice. It wasn't near the excitement that we received today. And, you know, everybody, you know, is focused on other things. Like, hey, I got to get back to my kids. They make the commitment. Hey, I talk. I talk to my wife. I talk to my husband.
00:25:54
Speaker
They've allowed me to go do this for a few days to better my year. And they've taken on the responsibility of our family. So they're fully checked out and engaged into this week.
00:26:05
Speaker
And so I'm looking at things and i go, well, with me, with roofing, roofing season kicks in around spring when storms kick in. January, February are our slow times.
00:26:16
Speaker
We'll put it in our slow time. And then when we finish this, we're finishing it up at the end of February, rolling right into March, It's getting warmer. Spring's March 8th. Storms start.
00:26:29
Speaker
Everybody is raring and rocking, ready to go the week before spring hits. And it is just the perfect implementation based on our needs as a company. Some people, this may be done in December. Some people, you know, other times, depending on the seasonality of your business or what's best for you.
00:26:49
Speaker
Take all of those data points, lay a plan out. I'd be happy to share our schedule with somebody if somebody wanted to look at like how that was broke down and like how we schedule everything and take that and use it and adopt it as your own.
00:27:05
Speaker
That's brilliant. Now, thank you very much.

Episode Conclusion

00:27:09
Speaker
Really enjoyed our conversation, finding out more about these planning days that you have. It's set it's brilliant. Really do appreciate it. Thank you very much.
00:27:18
Speaker
No, absolutely. I love sharing and I hope this helps somebody. And if they have questions, I'd happy happily answer them. We'll put a link to your company in the description.
00:27:28
Speaker
Perfect. Hi, I'm Michael Millward, the Managing Director of Abasida. and I have been having a conversation with the independent mind, Aaron Christie, the leader at Indie Roofs and Restoration.
00:27:42
Speaker
You can find out more about both of us by using the links in the description. It is important to be and stay healthy regardless of the job that you do. Knowing the risks early is an important part of staying healthy.
00:27:55
Speaker
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00:28:46
Speaker
I'm sure you will have enjoyed listening to this episode of the Independent Minds as much as Aaron and I have enjoyed making it. So please give it a like and download it so you can listen anytime, anywhere.
00:28:57
Speaker
To make sure you don't miss out on future episodes, please subscribe. You'll probably also want to share the link with your friends, family and work colleagues as well. Remember, the aim of all the podcasts produced by Abbasida is not to tell you what to think, but we do hope to have made you think.
00:29:14
Speaker
Until the next episode of The Independent Minds, thank you for listening and goodbye.