Many of my clients in leadership positions have direct reports that they like to spend a day with occasionally. They have all sorts of names for these days, but I like to call them field visits or ride alignments. However, when I ask what the goal of the day is I usually get responses like, “I want to see what they do on a regular day, or I want to help them get better at what they do.” When I ask about an agenda for the day, I usually get an answer something like “oh they know what to expect or I want to keep it free flowing to truly understand what they do.” When I press about next steps after the day is done, I get a soft response of “yeah, we’ll talk about the day or yeah, I’ll check-in with them later.” There never seems to be a real purpose to the day or a desired outcome that both parties understand.
I cringe. I think what a wasted opportunity of time and resources.
So, I put together an agenda format that they can customize to make the day more productive during and after the visit.
I call it a ride alignment agenda and here it is.
Ride Alignment Agenda
Step 1: Pre-Visit Preparation "The more you sweat in training, the less you bleed in battle." – Richard Marcinko
The first step is to schedule a pre-visit meeting. This meeting is essential to discuss the goals and objectives for the day. It's a time for both parties to align on expectations. What specific aspects of their business would the leader like to focus on during the visit? What specific aspects of their business would the direct report like you to focus on.
This step is about setting the stage for a productive day.
Step 2: Morning Briefing "By failing to prepare, you are preparing to fail." – Benjamin Franklin
Start the day with a joint morning briefing. This is where you set and or validate expectations and objectives for the day. It's a crucial step in ensuring that both parties are on the same page about what they hope to achieve during the visit.
Step 3: Shadowing and Observation "To see things in the seed, that is genius." – Lao Tzu
The heart of the ride alignment is the time spent shadowing and observing. This step allows the leader to gain insights into various aspects of how their direct report operates. This includes observing interactions with customers and coworkers, as well as how they facilitate meetings. It’s also an opportunity for the direct report to showcase their skills.
Step 4: Lunch Break "The fondest memories are made when gathered around the table." – Unknown
Use the lunch break to discuss observations and initial impressions. This is also a perfect opportunity to share a relevant story that illustrates a key point about your observations. Stories can make insights more relatable and memorable.
Step 5: Feedback and Coaching Session "Feedback is the breakfast of champions." – Ken Blanchard
In the afternoon, hold a feedback session. Share your insights and provide specific recommendations for improvement. This step is where the real value of the visit is unlocked, as it offers direct, actionable guidance for growth. But before you launch into your feedback, ask your direct report how they feel the visit went. Did it accomplish the objectives for the day? Did it meet expectations? What would they change? Encourage them to share positives and negatives, one or two of each, no more.
Step 6: Goal Setting for Improvement "A goal properly set is halfway reached." – Zig Ziglar
Collaboratively set goals and action steps based on the day's observations. Ensure that these goals align with the direct report's goals, emphasizing their significance. This step makes the field visit a catalyst for tangible improvement.
Step 7: Closing Remarks and Call to Action "The future depends on what you do today." – Mahatma Gandhi
Wrap up the day with a closing discussion about progress and growth. Encourage the direct report to reflect on the day's insights and commit to the agreed-upon action steps. This is the moment when both parties are motivated to put their learnings into action. It’s also the time to schedule the next one-to-one interaction whether that be in person or a phone call. Lock that time into both schedules now.
Step 8: Post-Visit Follow-up "The palest ink is better than the best memory." – Chinese Proverb
After the visit, document the day and send a follow-up email summarizing the key takeaways and the agreed-upon action plan. This step ensures that lessons learned are not forgotten and that there's a clear path for ongoing growth.
In summary, a well-structured field visit or ride alignment agenda can transform what might have been a wasted opportunity into a productive and growth-oriented experience for both the leader and their direct report. By following these eight steps, you'll create a framework that fosters personal and professional development.
Tell me and I forget, teach me and I may remember, involve me and I learn. – Ben Franklin
Call to Action: Now, it's your turn. Whether you're a leader or someone looking to benefit from a ride alignment, use this structured agenda to maximize the experience. Share this agenda with your team and colleagues to encourage meaningful growth and development. Remember, structured and purposeful interactions lead to positive outcomes. So, go ahead, plan your next field visit with intention and watch the positive impact it can have on your leadership journey.
Bill McDevitt
Founder at Top of the World Coaching
I grow people so people can grow businesses.
Ready to align your business with a deeper purpose? Visit TopoftheWorldCoaching.com to explore how coaching can help you discover and embrace your purpose for a more fulfilling and impactful journey in business. Alternatively, you can email me at bmcdevitt@totwcoaching.com to start a conversation about your path to making a positive impact.
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