Tag Archives: Solutions

Does a change in your productivity solution last?

At the client I am working currently I have been parked at a sitting desk for the past four months. Prior to this I was working from home and could stand and work when I liked (not easily, but I could make it happen.) As of last night I received the new standing desk attachment for my desk to allow me to do just that…stand and work.

There are dozens of stories about the benefits of standing and working, from improved circulation to enhanced mental clarity.  Personally I’m looking to see how well my concentration holds up, my physicality supports standing all day (or most of it), and does this help my mental focus.  Do I have a hypothesis?  No, aside from the fact it should be much more difficult to be drowsy after lunch when I’m standing up…but that is yet to be proven.

Changes we make to our physical work environment can give us a temporary spark of productivity and surge of energy in being productive. The challenge is does it continue over time or does it drop off significantly and leave us back where we started. The same analysis can be applied to productivity tools and processes. Does the new tool keep us moving forward or does it drop off quickly as our short attention span falls by the way side?

When evaluating our personal productivity solutions, and yes the physical is just as important as the mental and procedural, we need to consider what will happen should the experiment fail. When I think about it more, the better way to look at the results is no experiment is a failure. Following the Edison model, you’ve just found a way that won’t work for you. You can move on to something new or move back to something tried and true (rhyme unintentional.)

Make sure when you’re tinkering with your personal productivity solutions you have a fall back plan (with a standing desk that could be literal) in case things don’t work out. If you’re not sure how to approach adjusting your solution, ask. You can stop by the Being Productive group on Facebook if you would like some ideas and feedback on ways to improve your own personal productivity solution.

Now, productive people…back to work. 🙂

How I manage to read 50 articles a day productively

I’m quite proud of the amount of content I read each day. On average I go through anywhere from 50 to 75 articles on various topics gathered from a number of websites and feeds from around the Internet. With this many pieces to go through, I had to assemble a solution allowing me to:

  1. Identify articles I want to read
  2. Remind myself to read them when the opportunity arose
  3. Identify if the article is worth sharing with others
  4. Share those articles with the right locations in social media
To accomplish this I’ve settled on three main tools:
  1. Feedly Pro
  2. IFTTT
  3. Todoist
  4. Buffer
The steps I needed to configure in my tools to make the solution workable were:
  1. Configure feeds I want to review each day in Feedly (this only needs to be done once for each feed)
  2. Configure a recipe in IFTTT to create new tasks in Todoist whenever I mark an article as Saved for Later in Feedly Pro
  3. Add a Label to Todoist called “@Share”
Each day I then work the solution:
  1. I open Feedly Pro and review the headlines of the articles captured from the previous day.
  2. On each article of interest, I mark the article as “Saved for Later”
  3. Once I have finished reviewing all the titles I mark the feed as Done in Feedly Pro which clears the remaining articles and resets my counts to zero
  4. When I set an article to “Saved for Later”, IFTTT automatically creates a new task in Todoist under a project I have called “Articles to Read” with a due date of Tomorrow. This way I have a full day to review the articles before my karma starts to get penalized in Todoist (I’ll explain this later).
  5. As the day progresses and I have a few moments, I open Todoist and go to the “Articles to Read” project and click on the link to the article that IFTTT automatically attached to the task that was created when I saved the article.
  6. I read the article and decide if it’s worth sharing.
  7. If the article is worth sharing I update the Todoist task with the label @Share and postpone it’s due date until the next day
  8. If the article isn’t worth sharing I mark the task as complete and move on to the next one
By using this process I’m able to move through my articles quickly and efficiently from any device.
At other points during the day I want to share those articles worth sharing, so I open Todoist, and filter for the @Share label.  I use an extension for Chrome for sharing web posts to Buffer which has already been configured to post to my most common social media destinations. I click on the extension, add a description, and send it on it’s now scheduled way.

Now about that karma thing. Todoist gives you a point system based method of measuring how successful you are at getting your tasks done. One of the aspects of “karma” in Todoist is if you have tasks overdue for more than four days, you lose karma. I’ve found it to be an excellent incentive (it would appear I’m more personally competitive than I thought) to keep tasks moving and finished.

There is a significant power to defining automated solutions to match how you work and what you want to accomplish.  Time spent understanding your productivity requirements can make all the difference in the world and keep you on top of your game.

Controlling list displays using CorasWorks on SharePoint

One of the nice features about CorasWorks on SharePoint is the ability to set up your own list displays rather than using the native SharePoint lists.  Why is this so helpful?  Take a look at the step in the wizard that allows you to control the display:

The CorasWorks Grid Display Wizard

As you can see, CorasWorks gives you the option to not only control the order that columns show up in your list, but how wide they are, the names of the columns, and even the formatting strings.  All of this can be done without going anywhere near the native SharePoint list.  These settings control this particular view and you can add more views with their own configurations to build out your solution further.

CorasWorks helps you configure solutions quickly and easily without sacrificing power or control.  Using CorasWorks really is about putting SharePoint to work.

Some Thoughts on Customer Empowerment

We have all heard variants on the quote, “if you give a man a fish he is hungry again in an hour; if you teach him to catch a fish you do him a good turn.” by Anne Isabella Ritchie and use it in the context of the value of educating someone in a skill rather than performing that skill for them.  There is little reason to argue with the common logic provided by this phrase, as we have all seen people who cannot do for themselves through a lack of knowledge and experience.  Where I challenge this precept is in the approach to the empowerment.

If you have ever had the chance to take a small child fishing, you can relate to the following sequence of events.  You take the rod and put a hook on it for them.  You bait the hook while they look on squeamishly.  You hand the rod to them while not releasing your grip and guide it back slowly, constantly watching to make sure they do not hook themselves or you or anyone else for that matter.  You guide them through their first cast and then help them reel it in after the bobber lands three feet in front of them. Finally you are successful in getting the line out and now you wait with them, trying to keep them focused as their patience starts to wear without an immediate strike.  Once a fish does bite and you’re able to get it reeled in with their help, you remove the fish from the hook.  Dropping it into a bucket for the child, they then spend a little while playing and poking at the fish before either wanting to try again or wanting to wander off to the next thing.

Why explain this?  Think about how you teach someone to do something much more complex as an adult.  We sit them in training classes, giving them the critical skills to do the key steps in a process. Once they are done, certified, and ready in our eyes we send them off to be successful.  Are they?  That’s up to them since at that point we have relinquished control of what we can do and how we can help them.  There are other analogies such as the first solo time driving but what it comes down to is this: there is more than mechanics that are needed to be learned to be successful.

A successful fisherman not only knows HOW to fish, but WHERE to fish, WHAT to fish for, and WHEN.  He’s skilled in understanding the environment, the weather, the fish, the gear, and so much more.  How did he get that way?

That fisherman who came home with the trout or tuna didn’t go down to the corner Walmart and buy the Spongebob fishing starter kit.  They didn’t take what someone else said was “right” as gospel.  They looked, listened, studied, and read.  They saw how others fished, how they succeeded and how they failed, and learned.  Most importantly, they got up early, put their waders on, and went and stood in the cold water by themselves.

We need to stop treating people as four year olds.  Stop baiting the hook for them.  Stop guiding their hand when they cast.  Don’t drive them to the fishing hole and hand them hot cocoa when they complain they’re cold.  We need to be supportive, but strong, and help them stand against the current from the shore; not by holding them up by their waders.  We also need to recognize that some will never be successful fishermen and that is ok.

LEGO is one of the most successful toys in the world for what I feel is one core reason.  Not that they are simple.  Not that they have thousands of different blocks and kits.  No, they are successful because with only one basic block type in the beginning they were able to inspire…vision, creativity, adaptability, and problem solving.  They provided a structure without presuming what the answer would be.  The kits provide you direction and guidance on how to construct one model or toy, but I challenge in the cases where only the directions are followed those toys are quick to return to their box or collect dust on a shelf.  It is in those cases where LEGO builders have learned to think “the LEGO way” the models continue to grow and change; challenge and solve over and over again.  The same must be said for solution platforms.

A powerful platform is the launching pad for solution after solution ONLY if there are people with the vision and creativity to take what is capable of being done and make it real.  Companies must decide if they want to sell their customers model kits, model parts, or open collections of capability.

A model kit such as a Snap-Tite airplane is easy to build; almost foolproof.  Once the plane is built, you have a plane.  A nice plane, but that’s it.  It can’t be a car, or a bus, or anything else.  You bought a plane and that’s what you have.  A LEGO set includes instructions on how to build the model on the box, but when you’re done if that’s the only thing you ever build you might as well have bought the Snap-Tite model.  The long term, success comes from when you understand how those pieces fit together and why you did certain steps to make the model.  Those steps, when changed around, now allow for new models to be created.  The same applies to solution platforms.  Understand not only the what but the why and the how and the solutions you can implement are virtually without end.

As customers we must make sure we are not encouraging our treatment as four year olds.  Demanding simplified solutions, turn-key implementations meeting our exacting specifications, or changing core functionality because we cannot leverage our vision and problem solving to come up with solutions all take us down that path.  We have to stop kidding ourselves that, even though we had the hook baited for us, the line cast, and the reel turned, we’re “fishing.”  We must challenge ourselves to stand in the cold water and try.  We must challenge our platform vendors to stand on the shore and help us understand, but not do for us when we can do for ourselves.  As customers we should learn where to fish, how to fish, and why to fish…and then cast our lines.

“We are the music makers, we are the dreamers of dreams…” –  Arthur O’Shaughnessy

Photo credit: tomswift46 ( Hi Res Images for Sale) / Foter.com / CC BY-NC-ND

Compliance vs. Commitment

At a conference I attended earlier this year, one of the sessions used the phrase “compliance vs commitment” as it applies to user adoption. This is an excellent way to evaluate your strategies when it comes to getting your user community to “buy in” to the solutions you are implementing. Let’s parallel this example to something else in the real world…broccoli.

Let’s take a child who doesn’t like the vegetable for whatever reason, but you see the value in them eating it you have only two real options. One is to disguise it with something else (cheese is my personal favorite). The second is the parental standby, “You can’t leave the table until you finish your broccoli.” In the second case the offending vegetable may be consumed, but there is no commitment to do so again in the future. Each time becomes an evaluation of the negative effects of not complying with the unwillingness to comply in the first place.

If you look at the other option, disguising the vegetable, now it isn’t perceived as something to be resisted and may even be looked upon as something desirable to have next time. You have encouraged a commitment to the act of eating the broccoli without the negative response enacted if there is non-compliance. Now there are downsides to “sweetening” the meal, but that’s best left for another discussion.

Let’s translate this into solution building. A problem in a business is identified, a procedure is determined as an answer to the problem, and a solution is designed to implement said procedure. The challenge is: does the solution require compliance or commitment?

A solution requiring compliance needs validation measures, tracking components, and notifications when compliance is not met. It is built to manage the exceptions to the process. Dashboards and metrics are all targeted around showing where compliance has failed and remediating the situation.

A solution based on commitment is harder to design but when successful is easier to run. These solutions encourage adherence to the policy by measuring success over failures and recognizing such. There can be a weakness in this model for those are not motivated by positive reinforcement, and as such a combination model may be necessary.

The key to success is to build to both sets of users. Those who will use the system because they have to (compliance) and those who will use it because they want to (commitment.) Take the needs of both classes into consideration when defining and designing a solution and you stand a much greater chance of success.