Mundane Teamwork

Sometimes the work just needs to be done.

It’s not grueling, but it’s not interesting either.

That sort of mundane work can be maddening sometimes. There’s not much strategy to consider. There’s not a novel approach to try. There’s simply work and an incredibly straight-forward, repetitive way to do it.

That’s an opportunity for teamwork.

The strategy remains the same. The work remains mundane. But now you have company. Moral support.

And that can go a long way toward boosting motivation, building relationships, and just plain getting the work done faster.

Photo credit: woodleywonderworks

Most good ideas are simple and obvious (after you’ve seen them)

Our water heater failed recently. Fortunately, we caught it when there was less than a gallon of water on the floor.

But the situation could have been far worse – 50 gallons or more flooding the basement.

I gained a little knowledge from the experience. These things tend to fail shortly after their predicted lifespan (warranty period), and you’re very lucky if the failure isn’t catastrophic.

Two key pieces of information, then, come in handy in order to stay ahead of this going forward – the date the unit is installed and the length of the warranty. Information I did not have handy from the previous homeowner.

Our plumber, though, had the brilliant and simple solution, which he implemented upon installation of the new water heater – write these two critical data points right on the unit in a big, obvious way.

Of all the warnings, instructions, and technical info plastered all over this thing, these two pieces of information may be the most useful.

Very clever. Now I’m just trying to figure out where else I should be implementing this strategy.

Getting Intense

Intense work requires that you ratchet up the level of time, attention, and focus to a task or project.

There’s no time for distractions. Your use of time becomes more efficient. Your attention to detail is magnified – you see more details and you see each one more clearly.

Immersing yourself in the problem totally provides a new, more comprehensive viewpoint and a deeper understanding. And you get more done. Much more. More than you thought.

Then, you ratchet back down to work on something else. And this other thing that seemed like a lot of hard work not so long ago, suddenly seems much easier.

Not only does getting intense once in a while help to get something done (and probably at a higher quality level), it can make regular work seem easy.

Getting intense is worth doing. Regularly.

Photo credit: gustaffo89

Free screen sharing with join.me

Seeing what you’re seeing helps me to better understand your message, to learn from you, to help get things done. And with more work being done on a screen of some sort, the ability to share screens is increasingly important.

A variety of solutions have been available in the marketplace to provide this service, and they’ve continually enhanced their capabilities over the years. But there are also simple versions of screen sharing solutions, ones that are free.

I’ve used join.me many times, always with good results. It’s quick and easy to establish a connection, either as the host or as a participant. The features are basic, but most of the time that’s all you need to collaborate in small groups. And there are even mobile versions for Android, the iPhone and the iPad.

 

Orientation

It’s easy to put off learning categorically.

“I’ll never be a programmer.”

“I could never design a tee shirt.”

“I’m not a good cook.”

Refusing to go down the path of learning a new discipline is severely limiting. The thing is, it’s not an “all or nothing” proposition. You don’t need to become a programmer in order to learn some programming skills. You don’t need to become a designer in order to design a tee shirt. You don’t need to become a chef in order to upgrade your cooking skills.

And learning some basics will go a long way. Taking the time to explore and think about the fundamentals of a new discipline will open up opportunities – to de-mystify things a little bit, to gain even more respect for the pros, to take in ideas than can be applied back in your area of expertise.

It’s well worth it to take an hour to learn something new every now and again. If you’re interest is piqued, a few hours scattered here and there over time will gain you a lot of ground. You may not get your 10,000 hours in to become an expert this way, but you will learn a lot. More than you might think.

Photo credit: Steven S.

There is always more to do

You’re never going to finish everything, there will always be more to do. Every time you cross something off of your todo list, something new will be added (or maybe a few things).

And that’s ok.

But once you realize that getting everything done is impossible, you need to focus more intently on deciding what’s most important.

The top of the list

Decide what should be on top of that todo list, what’s most important. Decide what you will actually finish (soon, like today, not over the more ambiguous “long term”).

Ignoring the rest of the items right now is ok. In fact, taking away the distraction of the bottomless list is key to committing to the top of the list items.

Focus on the top items, get them done.

The bottom will rise, decide again

The bottom items will rise up as soon as you are finished. And when they do, don’t just slide them into place. Re-evaluate the order. Decide what is most important, because even the important stuff is going to have to wait until the most important stuff is done.

Photo credit: Manu Contreras

How to make free conference calls

I’m still not quite sure how their business model works, but given that FreeConferenceCall.com has been around for ten years, it seems to be working well for them.

I’ve used the service for many purposes and have even recorded calls. It’s truly free – there are no hidden fees or advertisements you need to listen to – and the quality has always been fine.

There aren’t many advanced features, but for basic calling it works great. You can have up to 96 participants and calls can be as long as 6 hours. And there’s no limit to the number of conference calls you can hold.

Oh yeah, and this is a system that works from traditional phone lines. No need for a PC or headset, or for special software.

They’ve added a bunch of additional services like screen sharing and voicemail boxes. I haven’t tried those, but they may be worth a look, too. Not all services are free, but some are interesting and pretty cheaply priced. The SimpleBlast robo calling system looks interesting and could probably come in handy during a disaster recovery scenario. Take a look at their site to see more.

Photo credit: Brandy

A simpler way to setup meetings

Have you ever tried to coordinate a meeting with a bunch of people from different organizations?

Without the advantage of a shared calendar, this quickly devolves into a flurry of email about individual availability and preferences. Digging into all the “reply all” messages to interpret the conversation is confusing for the meeting organizer and also for the participants.

Doodle to the rescue

Thankfully, there’s a little website out there that solves this. Doodle.com is super simple to use, and that’s why it works so well.

The organizer types in a bit of info about the meeting and a selection of possible times to meet. A link is generated for the participants, who simply type in their name and check off their availability.

Here’s an example of a meeting I helped organize with Doodle – there are seven of us from different organizations trying to contemplate 9 possible meeting times. Imaging trying to do that over email?

(click to enlarge)

Using doodle.com, we quickly determined the one option that worked for everyone.

Low friction

Part of why this little utility works so well is that it’s basically frictionless. If you’ve never seen or used the site before, it’s obvious how to work it – no instructions required. Also, there are no usernames or logins – you just use it.

Ease of use and real utility. That’s a nice little app. Check it out.

 

Reshaping the path of least resistance

Change is hard. We all want to do more of something we determine to be a good habit and less of something we consider to be a bad habit. More time focusing on a project, less time distracted by email, for instance.

Willpower alone is not enough

Self-control is a notoriously scarce resource, however. So depending on willpower alone is usually not a good strategy. We can’t simply intellectualize that we want to change and then do it. Not consistently, and not over a long period of time. That’s why diets tend to not work. The challenge is not as much an intellectual endeavor as we might think.

Once we decide to change, we need to rebuild habits, which turns out to not be so easy.

Make the good easier, the bad harder

One way to change is to reshape our environment, even (and maybe especially) in small ways. Putting that candy in a jar with  a lid in the back of the cabinet makes it a little bit harder to get. Placing fresh fruit in a bowl on the middle of the table makes it more noticeable and easier to get. Surprisingly, you may find that that small adjustment is enough to influence your choices over time.

The same is true at work. Forwarding your phone to voicemail and shutting off your email program while working on a project make it less likely you’ll be distracted by intrusions and more likely that you can focus on the task at hand. Changing your web browser default home page from a news site to an internal page that needs regular attention can help keep your attention focused where you want it to be focused.

Whatever the desired change, put the preferred behavior on the path of least resistance and move the behavior to be minimized or eliminated decidedly off of the path of least resistance. Reshaping the path, even in small ways, can help make small changes easier. And small changes will lead to big changes. And new habits.

Photo credit: Steve h

Expect to see good things, and you will

Most of us are familiar with the way the pessimist sees the glass as half empty and the optimist sees it as half full. It’s the same glass seen from two different perspectives. Each person sees it differently because they have preconditioned themselves to look for and notice good or bad things. It’s a matter of attitude, mostly.

But there’s more.

Predictive encoding

In addition to seeing things differently, people can see or not see things at all based on their preconditioning, their attitude, or their beliefs. Scientists call this “predictive encoding.”

Richard Wiseman concluded in a study of the nature of “luck” that people largely make their own good or bad fortune. It’s a matter of attitude. People that expect good things to happen actually see opportunities that others don’t.

Consider an experiment with people who self-identified as either lucky or unlucky. Wiseman ran them through the following exercise: look through a newspaper and count how many photos were in it. The unlucky people finished the task in about two minutes, on average. The lucky people finished in just a few seconds.

Why? On the second page of the newspaper was a message that read “Stop counting – there are 43 photos.” The lucky people saw the message, the unlucky people blew right by it. The message wasn’t subtle, either – it took up half the page and used type about 2 inches high. Still, the lucky people tended to see it, and the unlucky people tended to miss it.

A second message was placed in the paper, about half way through. It read “Stop counting, tell the experimenter you have seen this and win $250.” You guessed it, the lucky people tended to notice this message, and the unlucky people tended to miss it.

Good things happen to those who expect good things

We’re all on the lookout for great opportunities. But maybe that’s not enough. Maybe it’s better to also expect to find great opportunities.

Photo credit: Sarah and Mike Scott