Global tools for global workers

May 7, 2008 at 12:00 am · Filed under AppGap Tips, Web Commuting

The world just seems to be getting smaller and smaller.

I recently visited the USA for a conference and had to keep in touch with my work projects back home in Australia. The main problem, of course, were the time differences. To work effectively, I needed were a few tools to keep track of the different time zones back in Oz — Canberra (home), Melbourne and Adelaide — as well as the local times where I was staying as I travelled around — Miami, Florida, Anaheim and Honolulu.

Here’s the tools I used for roaming the globe:

• iTouch: Like it’s big brother, the iPhone, this MP3 player has the ability to add a number of different city times and includes an alarm to let you know when you’ve got appointments. It’s also good for flights with its fairly good music and video capabilities — especially good when you get stuck on long domestic flights without personal in-flight entertainment
• Google Calendar: A part of the Google Office suite, this Web 2.0 app is great at handling and keeping track of different time zones and the events and appointments that go with it. It kept the times as I needed them, but when I viewed my calendar as a widget through the iTouch, Google detected I was in Honolulu and change the time zones to Honolulu time
• Motorola Razr: It’s now an old phone, but it is quadband GSM, meaning with global roaming I can take it just about anywhere in the world. Global roaming tends to be very expensive, so I just bought a pre-paid SIM card from AT&T and a telephone card. It made the difference between $2 and 12 cents per minute calls from the USA to Australia. Obviously, the downside is the number of digits you need to enter before you actually get to listen to the person on the other end of the phone! I would have preferred to use Skype, but I wasn’t always confident that I would have internet access during the four weeks I was travelling.
• Dual time-zone watch: While it’s not uncommon, having a wrist watch that could display two time zones at the same time was incredibly valuable. I just changed one time to reflect the local time and at a glance I could also see what time it was back home in Canberra
• Toshiba R400 tablet PC: I’ve been using a tablet PC for about 6 months now and I’ve not picked up a paper notebook since. Weighing only 1.72kg (3 pounds 7 ounces … note that the Apple MacBook Air weighs 1.36kg or 3 pounds), and with all flavours of WiFi you could want, it’s the perfect travelling companion for those on the move who want to take all their stuff (paper and electronic) with them

It’s an array of tools that works very well for me. I might not have given up all my desktop software just yet — I still have a need for Microsoft Visio for creating workflow diagrams, Mindjet’s Mindmanager for creating mind mapping, and Axure’s RP for prototyping great user experience web app designs — but I can see that one day soon all I will need is an internet connection and I’ll be able to work from anywhere around the world.

What tools do you use?

M

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Using Web 2.0 for Client Interaction and Satisfaction

May 5, 2008 at 7:50 am · Filed under AppGap Tips

Web 2.0 tools provide a convenient, fuss-free way to interact with your clients. You can utilize these tools to enhance traditional communication methods, giving your clients more options when it comes to receiving reports, documents, and general information. However, it’s not just communication options that are increased - the value of what you have to offer increases as well.

Client Support. By using instant messaging software and email, you’re giving your clients several ways to contact you digitally. If they prefer other means of contact such as phone or fax, you can use VoIP and efax solutions to cater to these needs without giving up the comfort and convenience that technology offers. If you use these communication tools hand in hand with outsourcing, you’ll be able to give your customers 24/7 client support which, based on my experience, they truly appreciate.

Now, 24/7 support isn’t a necessity unless you have clients coming from a wide variety of timezones. However, the point of offering client support is that whenever your clients have any questions or concerns, someone has to be there for them as soon as possible. The sooner they receive replies, the more confident they are about the money and time they’re investing in your product or service.

Real-time progress reports. You can use online collaboration tools or even a shareable to-do list to let your client view your progress on a certain project, anytime they want. Doing this also lessens the amount of two-way communication between you and your client. Instead of calling or emailing you asking about the status of your work, they can simply look up the status online and see for themselves - wasting less time for both you and them.

Getting feedback. You can use online questionnaires as client surveys so that they can give you feedback on your performance. Services like Survey Monkey and Response-O-Matic are examples of such tools.

Another way to get client feedback via Web 2.0 is through social network testimonials. If your company has a Facebook or LinkedIn page, encourage your clients to leave a recommendation or testimonial. You can do this at the end of the project, asking your client upfront that if they can take a few minutes to create a short testimonial for you, you’d really appreciate it. (However, make sure that you also return the favor and leave a testimonial for them as well.)

With these new tools at your disposal, there’s no excuse to leave a client high and dry - no matter how trivial or small their requests might be.

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Mind-mapping Techniques

May 1, 2008 at 3:47 pm · Filed under AppGap Tips

I had a friend who, during lectures, drew her impression of the topics as a form of note-taking. It could be a single coherent scene, or several disjointed objects. While this may appear strange to some, it just illustrates that there are people who tend to recall ideas better visually, as opposed to plain text outlines. In between these two schools of thought is a method called mind mapping.

Wikipedia defines mind mapping as “a diagram used to represent words, ideas, tasks or other items linked to and arranged radially around a central key word or idea.” Many claim that this method is effective in enhancing memory, organizational skills, presentations, planning, and other thought-related activities. If you feel that you need a little help in putting your thoughts to paper, it may well be worth a try. Here are some tips should you choose to do so:

1. Materials. Having the proper tools is essential to achieve optimum results. It’s best to use a large sheet of white paper (about 8”x11”) set on landscape orientation. This provides you with ample horizontal space to write on. You can use as many sheets as you need, pasted together, should one prove insufficient. For easier recall, I suggest you use different colored pens for each branch. Most importantly, bring a relaxed and focused mind before you start.

2. Central idea. Every mind map begins with a core. This contains the central idea around which all other branches should evolve. Arrange these branches of thought in a radial manner to avoid hierarchy, as all ideas here are treated equally. To reinforce this radial nature of mind maps, use thick lines for the branches nearer to the core, and thinner ones as you move out.

3. Visualize. Use pictures whenever possible to associate each node with a strong impression. For example, in financial analysis, you can use graphs, and in planning the concept for your house, you can use icons for the different rooms. If you are going to use keywords, it’s best to summarize the idea into a single word. Write them legibly in print, not in script.

4. Think out-of-the-box. Do not censor yourself when writing down on the mind map. Put as much on paper as ideas flow from you. The editing, if any, can be done later, but don’t interrupt yourself while collecting your thoughts. This may only let valuable pieces of insight escape. Chances are you will be the only one to read it in its raw version, so there’s no reason to aim for perfection.

5. Time pressure. T.S. Eliot once said, “When forced to work within a strict framework the imagination is taxed to its utmost – and will produce its richest ideas.” Set a definite timeframe to finish your mind map. This ensures that you stay focused on the task at hand. You will be surprised at how much you can accomplish in a matter of minutes.

6. Develop your own style. Now, after you’ve used these techniques several times to create your mind maps, you may opt to keep them or discard them as you wish. Mind mapping is an extremely personal way of communicating with your self (although it can also be used for group brainstorming, with a few modifications). Eventually, you must learn to develop your own techniques which will depend on your needs and preferences. The important thing is not to follow any rules, but to make rules that will work for you.

If using paper seems a bit too old-fashioned, there are several mind mapping software available for you to test. Among these are Mindjet’s MindManager, FreeMind, Pimki, WikkaWiki, and VUE, which are either available as freeware or have a free trial option. Have you used any of these before? How was your experience?

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Leveraging the Virtual Workspace During a Recession

April 29, 2008 at 8:13 pm · Filed under AppGap Tips

There’s still an ongoing debate whether the US is officially in an economic recession - the definitive answer will be determined by the National Bureau of Economic Research soon. Despite the debate, many individuals and small businesses have been feeling a downward economic shift, with the end remaining uncertain. With a downturn at hand, now is the perfect time to maximize the potential of the virtual workplace.

Encourage telecommuting. Having a telecommuting program for your business will lessen costs and encourage higher efficiency with most employees. This type of arrangement, if done right, will provide several benefits for most businesses.

Cut down on business costs. Conduct a financial review and find any expenditures you can remove or minimize by finding an equivalent web-based. Do you have an external IT company doing system backups? Consider automatic online backups instead such as Carbonite and Xdrive. If you’re scheduled to purchase new software, see if you can find more affordable Web 2.0 apps that provide the same features, while looking out for enhanced features as well.

Grow overseas income. If you can, find overseas clients - preferably from Europe. After all, the American recession has less impact there, meaning both individuals and businesses there have more disposable income. With the Euro outperforming the US dollar, you can opt to charge your new, foreign clients in this stronger currency. This is much easier to do in a virtual workspace because of the wide variety of Web 2.0 communication tools available.

Move towards affordable online marketing. Newspaper and TV ads can make your marketing budget bleed. There are many cheap or free online marketing methods you can take advantage of, especially with the popularity of social networks such as MySpace, Facebook, and LinkedIn. Find a social network that suits your business best and attracts people within your target demographic. Business blogs also boost your company’s profile while offering your business a new level of two-way communication with current and potential clients. There are vast online marketing opportunities available if you look hard enough.

Look at trends. Doing a bit of research can help you plan your next move. According to the ads placed in Jobstreet, Monster, and other job forums, what industries are hiring and thriving? What niche markets have you overlooked?

Maximize your website’s potential. You might need to rely on your website more than your brick and mortar office, especially if you want to attract new foreign clients. Get a website consultant, if you don’t have one yet, with a proven track record of boosting sales.

A recession might not be here yet, but taking advantage of virtual tools and technologies at our disposal might prevent or lessen its effects on our businesses.

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Convincing Supervisors About the Benefits of Telecommuting

April 24, 2008 at 1:16 pm · Filed under AppGap Tips, Tips + Pointers

Telecommuting is becoming more commonplace, thanks to the availability of the internet and collaboration apps for businesses. However, not all companies are open to the idea of letting their employees telecommute. If you want to maximize the potential of mobile working, but your company hasn’t embraced the idea yet, there are some steps you can take to get started.

Gauge your supervisor’s thoughts on the subject. Someone else has to give the final word regarding your telecommuting proposal. This could be an individual, a set of individuals, or a department. The first thing you need to do is find out who will make the final decision before you start.

• Go through company policies and manuals. Does your proposal fit? Would telecommuting go against any set rules or policies? Find any clauses that can help support your proposal. These will come in handy during your presentation.
• Look for examples. Find existing teleworking examples within your office or another similar company. It’s ideal to find an example who has the same job description as yours.
• Find out your company’s history on granting special requests. How has your supervisor reacted to other special requests previously? Is your ocmpany open-minded when it comes to new productivity ideas?
• Learn more about the decision-makers. Who are they and what role do they play in the company? If you can, spot a possible ally in the committee.
• Consider your timing. Can your company afford to be supportive at this time in its growth? Consider the problems that your company or industry is currently facing.
• Speak within their framework. Don’t use jargon, especially if your company isn’t even familiar with the term “telecommuting”. Demonstrate your ideas in words and visuals that they can understand.

Build your case. Your proposal needs to be as strong as your determination to telecommute. Here are some points to consider when you’re building up the strength of your proposal.

• Telecommuting is cheaper. If you work from home, you won’t be using as much company resources. These resources can span from electricity to equipment to the lounge’s coffee filters. Try to quantify how much the company will save each week.
• It is more efficient for the company. Show how it’ll make the jobs of other people easier as well. Find statistics about how there’s increased personal productivity among teleworkers.
• It reduces the need for taking a leave. Your proposal must include studies that display telecommuting’s health benefits. These health benefits will lead to less sick days for you. Also, since you work at your own pace, you’ll be less stressed and might need less vacation leaves.
• Get the approval of your colleagues. Especially the people who work with you, who are part of your team and will be directly affected by your choice to telecommute. This shows upper management that you’re not trying to be special and won’t cause unnecessary envy from your colleagues.

Find a way to quantify your work. How will your work be monitored when you’re telecommuting? Will your colleagues be able to reach you? Show your supervisors your minimum expected daily output, how they can keep track of your work, and the various means of communication involved. Use tools that your direct supervisor is familiar with, so it won’t be too much work on her part.

Give it a trial run. Supervisors are most likely to accept something new if you add a “Try it before you buy it” clause. If you’re dealing with a particularly difficult supervisor, you can propose to do the trial run during a couple of days on vacation leave.

Getting approval to telecommute can be a daunting task, although it shouldn’t be. As long as you keep in mind the advantages it brings to the company, your supervisors can see the big picture more easily.

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How Web 2.0 Changed Workplace Culture

April 22, 2008 at 1:18 pm · Filed under AppGap Tips, Tips + Pointers

When the idea of Web 2.0 first surfaced, many businesses found themselves facing new challenges and opportunities. The new internet landscape was more collaborative and more user-oriented, and the new audience was more keen to try out the new tools at their disposal. As these tools are integrated into the business world, work processes change - along with workplace culture.

Organizations have polarized attitudes to Web 2.0. Generally, businesses either embrace Web 2.0 tools completely or consider them distractions or security risks. Both reactions are, of course, justified. Web 2.0 afficionados are disappointed when they are working with a team who isn’t as tool-savvy as they are. On the other hand, evangelists of traditional communication stick to familiar ground, rolling their eyes when they see coworkers spend hours on instant messaging or social networking. If there’s no proper dialogue established, this makes the workplace seem like a battlefield of Technology versus Tradition.

There’s a struggle to combine old tools with new ones. Workers who are eager to try a Web 2.0 approach to collaboration find themselves awkwardly stuck halfway, usually because of the steep learning curve of new technologies, being caught up in an undeserved hype, or because of the resilience of time-tested processes.

The important thing to remember is that you shouldn’t ditch one system for the other. Instead, find a way for them to work together and slowly integrate them until you find a seamless, more efficient workflow. There is no such thing as the perfect tool or process - it’s all about what your business needs. Don’t fix what’s not broken, but if something can be improved, don’t let it stagnate. What are the pros and cons of each approach and how do you strike a good balance?

The lines between ‘personal’ and ‘business’ are blurred. Look through an average professional’s MySpace or Facebook page. Usually, you’ll find that they’ve added both personal and business contacts to their friend lists. Web 2.0 has made it possible for our supervisors to view our family photos, and our friends to see what we’re up to at work. True, you can create a different account for each of your worlds, but doing so is hardly worth the trouble.

There are some bonuses that come along with having your personal and professional life mix. Establishing a tighter rapport with your colleagues and supervisors can help improve your standing in the company. However, there are times when personal can get too personal, creating awkward situations that are detrimental to your team’s work. Take advantage of the customizable privacy settings of the social networks you belong to. This ensures that your colleagues won’t view items that were intended for friends or family.

If we want Web 2.0 to work within our businesses, we need to be aware of these changes and how to deal with them accordingly. Since technology changes so rapidly, we should also make room for the changes that will arrive as a result of Web 3.0.

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AppGap Tip: Helping your team adjust to online collaboration

April 9, 2008 at 9:25 am · Filed under AppGap Tips, Collaboration, Tips + Pointers

Not everyone has embraced the plethora of web apps that made online collaboration what it is today. Part of this may have to do with the fact that traditional collaboration is working well for the team (don’t fix it if it ain’t broke) and the reluctance to adapt to new ways. Most of us, especially those working in a corporate environment, are used to boardroom meetings and conference calls. These tried and tested techniques have their place in the business world, but sometimes, adapting new technologies into our work process makes it more efficient.

If you’ve done your research and discovered that online collaboration will increase your team’s productivity, what do you do if your team is reluctant to adapt? More importantly, how do you make it a less bumpy transition for everyone involved?

One way to start is by showing them your research. It helps to produce estimated numbers on how much time or money online collaboration will save you. Don’t use any Web 2.0 jargon as this might intimidate them further. After all, you’re supposed to make them comfortable with the idea of online collaboration. If you can find some case studies of actual teams that already reaped the benefits of online collaboration, include and refer to them in your proposal.

Make the transition slowly. Instead of moving all collaboration online in one giant step, take small steps with your team by starting with the smallest tasks or projects first. A step-by-step move to web collaboration allows your team to adapt better, and even to give suggestions along the way to improve the workflow. This helps you work out small kinks in your system as you go along, which is preferable to making corrections only when all of your projects have moved online.

Look for collaboration tools that aren’t too different from current software you’re using. People are less hesitant to accept new things if there’s some amount of familiarity. Choose collaboration tools that have a similar interface with software that they’re used to working with. This way, using the new tools will feel more intuitive for your team. If it’s possible, find ways for their new and old tools to sync, but lessen your team’s dependency on these syncing features as time progresses.

Offer your team some training resources that show them how to use their new tools. Whether it’s a video tutorial or a one-on-one teaching session, take the time to show them the features of their collaboration tools. While you’re taking the tools for a spin, tell them the actual benefits of each feature. For example, don’t just say “Google Docs allows you to share files with your other teammates.” Try adding something like “This means that there will be less emailing back-and-forth from everyone when we’re editing a report. There will be less clutter on your email inbox and hard drive.” This shows your team what a particular feature means for them. It’s very specific and it shows that you had their best interests in mind when proposing the switch to online collaboration.

It also helps if you let your team know that the switch to online collaboration is reversible. Tell them “Let’s try it for a month, and if it doesn’t work out we can go back to the way we were doing things.” You’ll find that when they see the benefits of online collaboration themselves, it’s much easier to convince them to integrate it with their regular work process. Just make sure you can quantify when something doesn’t work out - whether it’s an efficiency rating, or money and time savings. Your basis of what works and what doesn’t has to be measurable, not just based on perception.

By implementing the tips above, it will be easier for your team to accept online collaboration as part of their working lives. If it’s done right, they’ll probably even wonder how they were able to work without these tools in the past.

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