Thursday, 6 March, 2014

What’s on your tablet, Nick Jones?

NJ-headhsotNick Jones is Head of Digital and CSR at Visa Europe. Responsible for protecting and improving the reputation of Visa Europe across digital channels owned and earned.

Previously he worked in government at Number 10 and the Central Office of Information. You can find Nick on LinkedIn here.

Which tablet do you use most?

iPad mini

What do you use your tablet for most?

  • Email
  • Web browsing
  • Social networking
  • Note taking
  • Photography / video

What are your favourite apps?

What add ons do you use with your tablet?

Logitech Ultrathin keyboard case because the soft keyboard doesn’t allow easy tabbing when taking notes.

What does your tablet not do that you really wish it could?

Outlook integration so the work calendar and email were easily accessible. There is the Good app but not approved for work.

What’s on your tablet? is a regular series of posts about how WorkSmart readers use their tablets. You can take part too – just fill in the survey.
#What’s on your tablet, Nick Jones?

Wednesday, 5 March, 2014

Collaboration or cooperation?

coopStowe Boyd is a great writer on technology and the impact it has on organisational culture.

You can follow his blog here, which is updated several times a day with great titbits and articles.

He has written a post for the CMSWire website, entitled The Fall of Collaboration, The Rise of Cooperation which is a really interesting read.

In it he mentions a great quote from Marshall McLuhan: “Our Age of Anxiety is, in great part, the result of trying to do today’s jobs with yesterday’s tools!” – I can see myself repeating that in meetings in the future, for sure.

As we move into a new way of work — one based on more fluid and looser connections, grounded in freethinking, humanist and scientific approaches to the social contract — it’s becoming clear that the traditional model of “collaboration tools” is based around outmoded structures of control rather than the shape of our work today, or the nature of networked sociality. We need a different take on the tools we are using to get work done, one based on open cooperation at the core of our work instead of closed collaboration running alongside it.

His idea seems to be that the notion of collaboration has come to mean big, corporate platforms and processes. Cooperation on the other hand is more about individuals finding their own way to work together, using the most appropriate tools for the job.

Is this how you see things? Has the word collaboration become tainted by association?

#Collaboration or cooperation?

Tuesday, 4 March, 2014

Kahootz’s guide to a digital first culture

kahootzlogoKahootz is a cloud based project collaboration platform, which looks pretty good – and their blog is full of useful stuff.

Recently their CEO John Glover posted about “Creating a ‘Digital First’ culture in your public sector organisation“. In it he mentions four main points, which are well worth reflecting on.

1. Involve staff at the outset

While there are organisational purposes for going digital first, it’s staff who will make the change happen, so you need them to be onside.

2. Don’t assume management understand digital

Having management buy in is vital – but you need to make sure that it is at a deep level that demonstrates true understanding of the full potential of technology to transform working culture.

3. Start small – and give staff freedom to innovate

Taking an agile approach to implement a digital first strategy is most likely to succeed. Let staff try stuff out and see what works for them, rather than procuring a gigantic platform that you’ve no real idea will take off or not.

4. Be clear about what you want to achieve

You need to know why your doing what you’re doing. Unless you have specific objectives, how will you know if you are succeeding? Everyone needs to be pulling in the same direction, and to make that happen you need a shared vision across the organisation.

Some great advice there – would you add anything?

#Kahootz’s guide to a digital first culture

Monday, 3 March, 2014

Do you produce documents, or do you do work?

I really rather like this video interview with Rod Drury, CEO of the cloud accounting company Xero. I’ve been a happy Xero customer for a few years now – the system makes accounting comprehensible to the non-accountant, which is great!

In the interview, Rod talks about Xero’s switch from traditional Microsoft based systems to using Google’s offering, with all the social and collaborative stuff that entails. He describes how the availability of truly collaborative technology has helped to drive a culture change at Xero, around nimbleness and flexibility.

In one great line, Rod asks “do you produce documents, or do you do work?” – a question we’ve probably all asked ourselves at some point in our working lives.

Watch the interview below – or here’s a link – it’s well worth it.

[youtube http://www.youtube.com/watch?v=P-Vf9nA4YOQ]

#Do you produce documents, or do you do work?

WorkSmart!

worksmartJust to let Kind of Digital readers know about a new blog I’ve launched, called WorkSmart.

It’s all about how we work in organisations and will cover stuff like use of technology for personal productivity and better team working, and also other non-techy tools and tips and thoughts on organisational culture.

You can follow WorkSmart in a number of ways:

I’m also trying something a bit different with the site itself. I’m offering a free membership system on the blog, which gets you the email newsletter but also access to member only resources which I will be adding over time. If there’s demand I might also add some kind of community forum – but we’ll see.

In the meantime though, do check the blog out – there’s a few interesting posts up there already – and subscribe using whichever is your preferred method.

#WorkSmart!

Sunday, 2 March, 2014

The emergent task planner

etp
Photo credit: davidseah.com

I don’t know about you, but I love productivity hacks.

One of my favourite bloggers on this topic is David Seah, and as well as offering great insight via his blog, he also shares some beautifully designed templates and forms for helping to manage personal productivity.

One of his best is the emergent task planner. An A4 template that you use everyday to list the tasks you must complete that day, block out the time needed to do them, but also list those jobs that crop up during the day. It helps you juggle all these competing priorities and stay sane in the process.

You can download the emergent task planner as a PDF and print out a few to help you get started. There’s even some notes and guidance on how to best make use of it.

Do you have any favourite productivity hacks like this? Share them below in the comments!

#The emergent task planner

Friday, 28 February, 2014

“Technology at least as good as people have at home”

devicesA quick pointer to an interesting project in central government in the UK.

It’s looking at redefining the technology used by civil servants to get their jobs done.

There are a number of interesting issues around this agenda. The experience people have at home with software – particularly web based applications like Facebook, Amazon and so on – means that the systems they use at work are increasingly clunky and depressing.

As Stefan Czerniawski says in his blog post:

Traditional software is big and complicated, packed with features which most people don’t use most of the time. That has two consequences. The first is that they need training and support to be useful, the second is that it is difficult and expensive to change them. Modern software tends to be lighter, more focused, more flexible and more social. That makes it much easier to match the tool to the job.

It will be good to see what recommendations emerge from this project in the future.

#“Technology at least as good as people have at home”

Thursday, 27 February, 2014

Welcome to WorkSmart!

DesktopWorkSmart is a new blog about how we do our jobs.

It strikes me that there is a lot going on in terms of building fantastic user interfaces and processes for customers and end users of services – and this is great, of course.

But what about the people working behind those services, who are having to use systems which aren’t quite so delightfully designed with the user in mind?

The systems and processes we are all engaged with on a daily basis when we are at work often suck, and make our jobs a lot harder than they need to be.

On top of that, workers in organisations are often denied access to helpful productivity tools and services, which would make them more effective for their employers.

This is mostly down to culture, mindset and attitude. It’s about they way organisations are led, and managed.

WorkSmart will be covering all these issues. I’ll cover personal productivity tricks and tips, and new ways of working. We’ll provide great stories and case studies of where organisations are making life easier and better for their staff through enlightened leadership and management.

Anyone can read the blog of course. But I would be delighted if you would take up our free membership offer, which will mean you get our regular email newsletter, and in future will give you access to members only content.

Also, if you’d like to contribute articles to WorkSmart, just get in touch – I’d love to hear from you.

#Welcome to WorkSmart!

Monday, 24 February, 2014

Link roundup

I find this stuff so you don’t have to:

#Link roundup

Wednesday, 12 February, 2014

A red tape challenge for public servants? Or an internal GDS?

At the DH digital champions summit on Tuesday, during the afternoon open space session, an interesting discussion broke out. One among many, I’m sure!

Anyway, what was being discussed was the sheer unusability of government systems and processes. Only, not the ones that the public uses, but the ones that civil servants use.

I’ve worked in enough local councils, quangos and central government departments to know that the vast majority of IT systems in use are pretty dreadful. Clunky, and rarely fit for purpose, they seem to exist just to make life more difficult for those using them.

Likewise those processes yet to be digitised. How hard is it to bring in a temporary member of staff to get a job done? Sometimes the paperwork is so over the top, it’s quicker to do whatever it is yourself rather than get the extra body in.

It’s absurd and clearly must be a factor in the difficulty in getting stuff done within government.

The Red Tape Challenge is a crowdsourced effort within government to get rid of the burden of bureaucracy on businesses and citizens. It appears to have had some success in identifying areas where things could move a little quicker, smoother, and maybe with fewer dockets.

There’s also been a lot of focus – rightly – on the user experience for citizen and customer facing interactions. The work that GDS is doing in this area shows that it can be done.

I do wonder though whether a similar approach ought to be being taken to internal systems, across government. Maybe a red tape challenge style thing, where public servants can identify the particularly crappy systems and processes that make their lives a misery – and get them fixed.

Or maybe we need a black ops style skunkworks, wielding the knife on some of the more monstrous forms of obstructive paperwork and dreadful databases. Taking a similar user-focused approach to that which GDS – and many other public facing services – are using to such great effect.

There must be at least much opportunity here, to improve efficiency and save money, as there is in making things easier for the citizen?

Update: This here looks interesting – via @pubstrat

#A red tape challenge for public servants? Or an internal GDS?

Sunday, 9 February, 2014

Launching the DigitalCllr survey

surveyI’ve been doing work with local councillors for some time now – helping them see how they can use the internet to better engage with citizens, and communicate with them too.

This takes the form of running training workshops usually. There’s probably a better way of doing it, but they are probably a bit tricky to procure.

Anyway, I’m interested in finding out where we are up to with digitally savvy elected local representatives, so I have thrown together a quick survey. The main aim to to find out what councillors are doing on the internet, and try and spread the word to their less keen colleagues about how it’s working.

So, if you are a councillor, or you know one, spread the word about the survey. Here’s the link: https://www.surveymonkey.com/s/digitalcllr – I’ll be blogging about the results, so we can all benefit.

#Launching the DigitalCllr survey

Link roundup

I find this stuff so you don’t have to:

#Link roundup

Sunday, 2 February, 2014

Rethinking email

emailOr maybe not actually rethinking email, but taking it back to what it was meant to be about…

Working with a colleague the other day in a government organisation, I saw him looking for a document, that he was sent in an email. He was looking for it in his email client (Outlook in this case), in an inbox that contained thousands of emails, and lots of email sub folders, all of which contained hundreds, if not thousands, of more emails.

He tried clicking his way through, sorting and resorting folders in different ways, without success. He tried the search function, also to no avail.

This, I thought, is madness. Many people in many organisations do exactly the same thing. They keep hold of thousands of emails, many kept unread for one reason or another, because they might be needed in future, or because they act as reminders to do something, or because they have file attachments that might be useful.

Here’s the thing though. Your email client was set up to receive emails, and to send them. It’s not a task manager. It’s not a file store.

Of course, it’s not individuals fault that they are misusing their email in this way. After all, if a genuinely better, more usable alternative was available, they would use it. But sadly the productivity and document management tools available to your average worker in a big organisation are rarely very usable.

I’d be really interested to know how big a problem this is for people – as I have a little idea around something that could help.

So, are you drowning in email you don’t feel like you can delete? Let me know below!

#Rethinking email

Friday, 31 January, 2014

Collaboration ground rules

groundrules_bSometimes to make collaboration work you need to set some ground rules.

It’s easy to say, “let’s start up a google doc!” – and imagine everyone leaping in to give their ideas. But it’s not so simple as that, especially if folk haven’t had the experience or confidence in this way of working.

Instead it’s necessary to have a think about how the collaborative activity might be approached, and ensure everyone is aware of the process you have selected.

Often this will be the case when the technology available is a bit lacking. As an example, a recent collaborative effort I started was based in a ‘Note’ within a group on Yammer. Notes are the collaborative writing part of Yammer, but they aren’t terribly sophisticated and won’t allow you to use formatting such as tables.

So, I spent a bit of time describing how to add ideas to the list. I came up with a fairly simple process that involved a bold heading for each new item, with two bullets points underneath for other related information to be recorded.

Without this introduction, people may have been unsure what to do, and so not bother, or even accidentally start hacking up what others had written.

At the very least, when working on a Google Doc with others, for example, I’ll put “No deletions!” at the top as a general rule to people.

Any other collaboration ground rule tips to share?

#Collaboration ground rules

Friday, 24 January, 2014

Link roundup

I find this stuff so you don’t have to:

#Link roundup

Tips for running a LinkedIn group

linkedin-logoI’ve just started a LinkedIn group on the topic of digital skills in the workplace. You are very welcome to join.

I have to admit – I’ve not done much with LinkedIn groups before, and while much of it is pretty intuitive to anyone who has used similar features on other networks, I’ve had to learn a fair bit too.

Here’s some handy hints that might save you some bother if you have a go at setting up your own LinkedIn group in the future.

Sharing files

You can’t post documents – so you need to upload to Dropbox, Box or SkyDrive and link to them.

Likewise, if you want to collaborate on a document, you’ll need to use Google Doc or something similar.

You can only send one announcement email a week

So make it a good one – perhaps summarising the last 7 days activity and getting people excited about what’s to come. This is also a good way of bringing discussions to people’s attention that might otherwise have got lost in the flow of the group.

Be careful who you let in

There are armies of people who seem to attempt to join every single LinkedIn grow going for no apparent reason. My advice is to make your group invite only, and if you don’t recognise someone who applies to join, have a quick look at their profile.

If it isn’t immediately obvious why they would have an interest in your group, you can either just ignore them, or if you are feeling nice, ping them a message asking why they want to join your group.

Build a sense of exclusivity

Linked to the above, because there are a lot of groups on LinkedIn, you need to make yours stand out a bit. I did this by making my group a closed one, that you can only access if you are a member.

Practice in private

Have a private group that only you know about so that you can practice how the features work with minimal embarrassment. Not everything in LinkedIn works the way you’d expect it to, so having a sandbox you can play around in is a good idea!

Curate the stream

LinkedIn groups are effectively streams of content. It does some work for you in listing stuff on the main page in order of relevance and interest. However, bits will get lost unless you do some curation.

As mentioned above, one way of doing this is to use the weekly email announcement feature. However, I think it is probably worth having somewhere separate where the really good stuff can be listed on a web page somewhere – particularly for new members who need to catch up.

Edit the email templates

A key thing to do to make the community welcoming and a bit more personal is to edit the messages that get sent out to prospective members when they first apply to join.

A few of the groups I am a member of don’t do this, and it does make you feel like the group isn’t particularly actively managed or facilitated, so it can be off putting.

Remember – this is about community management

So even though the medium we are using is LinkedIn, everything else still applies – welcome new members, reply to people’s posts, seed conversations, promote the group in other channels, and so on. Go read Feverbee, and do what it tells you.

Have you any further tips for running a successful LinkedIn group?

#Tips for running a LinkedIn group

Thursday, 23 January, 2014

Fail better

BECKETTAs Samuel Beckett wrote, in Worstward Ho:

Ever tried. Ever failed. No matter. Try again. Fail again. Fail better.

Acknowledging the fact that we surely don’t really want our project to fail, what does failing better actually mean?

It’s surely about openness – in other words, admitting that things didn’t go to plan, and having a frank discussion about what went wrong – so that everyone can learn from it and ensure it doesn’t happen again.

Often projects that don’t quite succeed are brushed under the carpet and never mentioned again, or worse, spun to pretend that everything was hunky dory.

Here’s a lovely example of openness around failure from Chris Poole, the legendary moot of 4chan fame, discussing what went wrong with his company that made the Drawquest app:

With that said, life goes on, and the best path forward is not a wounded one, but a more learned and motivated one. I’m definitely not itching to start another company any time soon—it will take time to decompress and reflect on the events of the past four years—but I hope that if I do some day decide to pursue a new dream, I’ll be in a much better position to. After all, I did just receive a highly selective, four-year education for a mere $3.6 million dollars! (I find humor helps as well.)

So when reviewing a project which perhaps didn’t turn out as expected, rather than covering things up, or apportioning blame, try to fail a bit better. Identity what went wrong, and how it could have been avoided – and tell people about it.

#Fail better

Wednesday, 22 January, 2014

How WordPress as a Platform helps nimble project delivery

wordpress-logoWordPress started as a blogging engine, then became a content management system, and these days is a platform for the development of simple web applications.

After all, an awful lot of applications are basically just about putting bits of text into boxes, and then arranging them in order to suit whatever your purpose is. Putting words into boxes is something WordPress is very good.

The bit of functionality within WordPress that enables this is the custom post type. You’re no longer limited to just blog style posts and static pages – you can create your own content types with their own taxonomies and as many different fields (boxes to put text in) as you like.

Here’s an example from a project I’m working on at the moment. It’s all about building up and managing a disparate community of people within a government department. I need to keep a record of all the members of this community, what they do, what interactions I have with them, whether they attend meetings and respond to surveys, etc etc.

The default position here would be to build an ever-growing spreadsheet in Excel, which would be increasingly difficult to manage and interrogate as it had more and more information added to it. I’ve done this in the past and it’s a nightmare.

Instead, of going down that route, I’ve spun up a quick WordPress instance and got he PauPress plugin installed and running. PauPress helps turn WordPress into a simple CRM (customer relationship management) system, which allows you to record details of contacts and your interactions with them.

Now, I would never dream of advocating the use of this as a corporate CRM solution for any critical purpose (it’s a bit clunky in places and I suspect with lots of data and users it could get pretty slow), but as a way of getting a simple, easy to use database up and running in minutes for a handful to people to be able to use, you really can’t beat it.

It’s a hack – a quick, cost effective and neat solution to a problem. It helps that WordPress is open source, with a huge developer community, which means that a simple Google search for “WordPress [what you want to do]” usually results in a few options to solve whatever problem you’re trying to solve.

What do you need to have in place for your organisation to be able to make the most of this stuff?

Obviously, somewhere to be able to quickly throw up new WordPress sites, and to install the necessary plugins to make this stuff happen. But also the skills and knowledge within your teams to be comfortable doing this and to advise others about making it all happen.

#How WordPress as a Platform helps nimble project delivery