Is the Employer Always Right?

In this new, chaotic, and uncertain century, with its more and more minutely specialized occupations and skill sets and with nothing to do with the faltering economy, it’s not only human resources employees who might not be familiar with certain job skills and the actual needs of the open positions in their organizations. Believe it […]

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Lean Tools for Managers

Lean Tools for IT Managers by David Schuchman
“Lean” is a practice that considers the effort & cost of resources for any task, other than those that create value for the customer, to be wasteful. Those tasks are targets for elimination. While Lean principles originated in the manufacturing industry, all industries have adopted Lean to make the effort needed to complete production goals more efficient.

Here are two Lean tools which can be useful to a manager for the prioritization of project tasks, and for root cause analysis when issues arise.

PICK Chart
When faced with multiple tasks, a PICK chart may be used to determine the most useful or important. Originally developed by Lockheed Martin, a PICK chart organizes tasks or ideas into 1 of 4 categories. The acronym PICK identifies those categories as  Possible, Implement, Challenge and Kill.

A PICK chart is set up as a grid, two squares high and two squares across. The PICK acronym comes from the labels for each quadrant of the grid:

  • Possible  – tasks that are easy to implement but have a low payoff.
  • Implement  – tasks that are easy to implement and a high payoff.
  • Challenge – tasks that are hard to implement and a high payoff.
  • Kill  – tasks that are hard to implement and have low payoff.

Low Payoff
High Payoff
Easy to do
Possible
Implement
Hard to do
Kill
Challenge
Once each idea from a brainstorming session has been placed on the most appropriate square, it becomes easier to identify which ideas should be acted on first. In a group setting, PICK charts are useful for focusing a discussion and achieving consensus.
Fishbone Diagram
A fishbone diagram, also called a cause and effect diagram, is a tool for categorizing the potential causes of a problem in order to identify its root causes. The design of the diagram looks much like a skeleton of a fish. It has a head (which states the problem), a backbone (connects the head to the ribs), and it has ribs (which categorizes the causes). Hence, the name: Fishbone.
This is useful in brainstorming sessions to focus the conversation. Fishbone diagrams are typically worked right to left, with each large “bone” of the fish branching out to include smaller bones containing more detail.  After the group has brainstormed all the possible causes for a problem, the manager will lead the group to rate the potential causes according to their level of importance and likeliness.

Fishbone Diagram
Lean aims to make work processes simple enough to understand, do and manage. These tools are easy to document and apply in your workplace.

David Schuchman

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Are You Really Good at Job Interviewing?

Job interviewing is an act. Yes, you are the actor, and both sides know the rules: You, who are one of the candidates for the position, are doing your best to convince the interviewer you are the ideal candidate. The interviewer, who is the audience, has choices, is an independent thinker and often skeptic, and […]

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How to Create an Innovative Organization by Frank Wander

Saturday July 12, 2014 at 8:00 am

The Presentation: “How to Create an Innovative Organization

Every firm faces daunting challenges: Cloud, Mobile, Social Media, Big Data, Security and an Employee Disengagement Crisis.   Some are even calling this the end of business as we know it.  As this transformation unfolds, talent will reemerge as the source of enduring competitive advantage.  In this presentation, Frank will share how the winning companies of today have learned to unlock the talent potential of their workforce, by building innovative and high performing cultures.  People aren’t interchangeable parts – they never were.  Every leader must become as adept at running the human infrastructure, as they are at managing process and technology.

In this talk, Frank will share:

  • What culture actually is
  • The five levels of cultural maturity
  • How you can design a high performing culture
  • Why institutional knowledge has such high productive and innovative value
  • Why certain roles are assets, and others are expenses

 

About the speaker:  Frank Wander is an author, former CIO, and founder of PeopleProductive, a technology driven consultancy providing workforce productivity and innovation solutions to clients.  After investing many years transforming failing IT divisions across corporations, Wander realized these failures had a consistent root cause: corporate cultures where the leaders knew everything about products, processes and technology, but nothing about the human factors that underpin workforce productivity and innovation.  This awareness led him to write a book for Wiley Publishing, titled Transforming IT Culture: How to Use Social Intelligence, Human Factors and Collaboration to Create an IT Department that Outperforms.  This book is the missing Operators Manual for the human infrastructure.

PeopleProductive helps companies build high performing cultures, by applying the human factors of productivity and innovation to unlock five levels of cultural maturity.  Products include cultural assessments, cultural transformation roadmaps and implementations, management off-sites/workshops, organizational design services, workforce planning, and training.  In these times of tight budgets, the largest unexploited opportunity for most companies is to unlock the full talent potential of their existing staff, often doubling their productivity.

Prior to the Institute, Frank was a Chief Information Officer at three different companies, most recently at Guardian Life Insurance Company of America. Wander is a sought after speaker and panelist at industry events who connects with his audience by sharing meaningful stories, and proven strategies for creating high performance. He has given the keynote address at many technology industry events, and has appeared on Business Insider, internet radio, and in the Wall Street Journal.

Posted in Monthly Meeting

Getting project members motivated

One of the questions I hear the most from other Project Managers (PM) is how to get their project team members motivated to do the work they have been assigned. A PM usually works in a matrix organization, and that means that the PM’s project team is a mixture of resources across the organization who have their own “day jobs.”  So, it is important for the PM to set the proper expectations for the team. That does not mean that the PM should not hold team members accountable. So the fine line that the PM must walk is set even before the PM has resources assigned to the project. However, the question remains: How does the PM get project resources motivated?

Understand the balance needed by the resource
As I mentioned in my previous blog, when a PM has a resource assigned to the project, the PM must schedule the introduction with the team and then with the resources. The team meeting should be short and used for introductions. However, it is the precursor of the meeting for the building of the project schedule. The PM has to get buy-in from the project team members to commit to the schedule building meeting. To be clear, this meeting will most likely be more than an hour long. So, breaking up the meeting into two or three meetings over a week is strongly recommended. However, it the meetings extend over two weeks, the members may forget what they committed to, and that must be avoided at all costs. Once the members commit to the task(s), they must also commit to the duration of the task. Once that step is completed, putting dates to the task(s) is next, and this step is the hardest to get commitment from the members. This should be done in a team meeting, but if the PM has a team member that needs extra convincing, then a one-on-one meeting is suggested. Once the schedule is completed, it must be reviewed with the project sponsor and the team members. Once this is done, the commitment is public and the schedule must be in the organization’s public domain.
There are some PMs who prefer to not place the name of the resource next to the task. I do not suggest that and am in favor of putting the resource’s name next to their task. That way there is no ambiguity regarding who is responsible for the task.
Keep the resources informed and ensure there are no surprises
Once the project begins, a weekly status meeting is recommended. In my blog on how to keep the PM and the project team motivated, http://ift.tt/VjyK1j, I suggest that a weekly team meeting is necessary, even if there are no deliverables. This is good for two reasons: one, to keep the project sponsor informed of the progress of the project, and two, to keep the project team members involved. If they become uninvolved, the project team members can become detached from the project. If that happens, it becomes hard for the PM to get the team members re-involved.
Also, a weekly meeting almost ensures that there are no surprises to any team member. Sure, there is always the risk that an anomaly can happen. But a weekly meeting can help the team members identify that risk and discuss how to mitigate it. 
Ensure that the resources know what is expected of them and when the task is due
Once again, the weekly meeting can help the PM keep the team focused on the next tasks and who is responsible for them. This is part of the “no surprises” philosophy that the PM should espouse and encourage among all project team members as well as the project sponsor.
The “no surprises” philosophy is not one to be taken lightly by anyone. We all know that the rate of failure in an IT project is over 75% and the main culprit is lack of communication. The PM has the authority to ensure good communication and must use that authority throughout the project. Even in the best-run projects, there will be times when project team members will have tough moments. The best way a PM can mitigate the possibility of the project team members becoming, shall we say, irritated with one another is to communicate often the next steps and the responsible parties. That way, a PM can develop good team members.

I am open to discussion at any time on these blogs or anything else related to project management you would like to explore. If you would like to comment about this blog, please do so by posting on this blog or by responding in an email at Benny A. Recine. You may inspire a blog article. I look forward to your comments.

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Use Blogging to Achieve Your Professional Goals

David Schuchman
This post is the first to start my 2nd year of blogging. As I look at the performance of TechTopics4U over the past year, I am impressed by how my following has grown, both organically and with my own self-promotion. For example, this site no longer has any zero-view days.

Here are my observations as to why you should use active blogging for achieving your professional goals:

Establish Yourself as an Expert in Your Field
As you write more posts and share more of your expertise, your blog site will change from “just another blog” into a strong demonstration of your knowledge in a field. When somebody visits your site and sees the insights you have shared on a subject, along with the comments of people who respect and seek that insight, it will be clear that you are genuinely an expert in the field. Being an expert is a good thing. You may get consideration for new business, career advancement, or consulting opportunities.
You Will Become a Better Communicator
Just the discipline of sitting down and writing will improve your writing and communication skills. The more you blog, the more you write. Therefore, you will become a more effective communicator of your ideas.

Take Control of Your Online Identity
Whether you are a person or business, there is probably a lot of information about you online. When somebody searches for you or your company online, you want to make sure that they get an accurate and complete picture of who you are and what you are passionate about. A blog is a great way for you to control your online identity and make sure that the top search engine results make the right first impression.
Build Your Professional Network
Starting a blog is a great way to expand your professional network. A blog is a good platform for reaching out to others, who in turn will look to contact you. Interesting and relevant blog posts attract readers who will then comment on your site, and can send you personal messages through your “contact us” widget or page. Some of your readers will ask for help, while others will look to help you.

Improve Your Visibility and SEO
People search for and discover information online more than ever. Search engines want to deliver results that are helpful and relevant to their users. When you write a series of in-depth and valuable posts around a topic, search engines such as Google takes notice. Each blog post that you publish is another opportunity to get traffic from search results. In addition, the comments you receive on your blog posts implies that your blog postings are relevant, which will also improve the SEO visibility of you and your blog site.
David Schuchman

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How to Sell Yourself in a Job Interview

So, finally the phone rings and the caller ID displays the name of a company you sent your résumé to. The caller is from the company’s human resources department and wants to schedule you for an in-person interview. Fantastic, this is music to your ears, but what now? Are you prepared? Do you have time […]

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Do You Need to Test You Cloud Applications?

Software accessed via the “Cloud” is a deployment model that provides access to software remotely. It may also be referred to simply as SaaS or as hosted applications. Since the software is vendor-hosted remotely, it removes the need for organizations to program, install, buy a lot of hardware for and regularly maintain the software.

Even though the implementation is a cloud-based, do you still to test the software? Yes, and here’s why…

Risk Management
Testing verifies that the software and its delivery meet all of your requirements including functional, performance, security, integration and so on. This verification is done to ensure that you, along with the cloud vendor, have implemented the system correctly and as expected. In addition, testing validates that the system is what the user needs. In the end, validation is performed to help with risk management.
Meets User Needs
Functional testing is the most apparent tool you will have to validate that the product meets your corporate needs. The requirements are the foundation in effective functional testing. Using the original requirements, you can plan and manage tests that are focused on your specific business and user functional needs. Involve the user, either by them directly performing the tests or have them review and sign-off on the test results.
Performance Meets Service Level Agreement (SLA)
Load and Stress testing are a methods used to simulate real life scenario of a given system. It involves testing in real time beyond normal operational capacity in order to observe the results. Have anticipated metrics in place (e.g. maximum number of simultaneous users/connections, number of transaction per second, internet throughput, etc.). Then, measure your test results against the agreed upon performance. Work with the vendor to optimize performance that does not meet your specifications.
Meet’s Security Requirements
Mitigating eternal security threats is a huge concern with cloud based software applications. You will rely on the security measures put in place by the vendor, which are largely outside of your control. You need to validate that the product meets the same password change control and user level security that your organization has set for itself. In addition, you need to continually monitor that the vendor is adhering to its own security protection (virus and malware protection, etc.). The level and types of security that you expect from the vendor must be put in the SLA and reviewed regularly by you.
Data Integration with Other Systems
If one of your requirements is data integration with other systems within your inventory, you need to validate that the input and/or output work as agreed. Don’t assume that when cloud-based applications use standard data interface files (e.g. CSV, XML, etc.) that the field formats delivered will match those of the other systems. Testing of standard files must be done with the same level of diligence as for or custom interfaces. If you requested custom interface files for your implementation, be sure your contract with the vendor specifies that they will maintain the interface format for as long as you are a customer, and not just the length of the current contract.

David Schuchman

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What can we learn from watching the Crystal Ball?

Photo credit to Adam R.

Photo credit to Adam R.

Last night I read a magazine on which issue the front page has a heading “The Permanent Temporary Workforce”.  Their in-depth section The Disposable Worker highlights several facts.  Most of them are expressing the negativity that currently exists in the labor market.  “Since the early ‘80s, the US economy has been taking longer to regain all the jobs lost in a downturn”.  Companies are hedging their bets by hiring temps instead a steady workforce.  And this trend will likely continue similar to Europe which makes a lot more use of temporary and part-time workers.  It mentions also that 26% of working Americans have “non-standard” jobs. These are those that work less than 35 hours per week, independent contractors, on-call workers or day laborers.  The article talks about “labor on demand” and this is on all levels and not only low paying jobs.  Because of these conditions Americans are willing to accept lower pay.  All in all the current conditions are gloomy but let’s focus now on the positive.  The article is predicting that as soon as the economy will show signs of improvement the better employees will jump ship to a company that pays better.  This will lead to openings and opportunities.  The long term prediction is that a decade from now the retirement of the baby boomers could cause labor shortages which again lead to opportunities.  It is important for jobseekers to understand the big picture but they need jobs now and not in the next decade.  So what are they to do?  Because of the tough competition the answer is not simple.  Since most jobs come through networking therefore more and more networking is the answer.  But here I am not talking quantity but quality.  People need to become more sophisticated with their job search.  They also need to learn how to benefit from the fast-evolving social media.  If you don’t buy into these concepts then somebody else will.  Could you guess who is going to get a job faster?

Posted in Monthly Meeting

How to Shorten Your Job Search

People in transition know that finding a new, suitable job is a process—and most often, an unpleasant and lengthy one. While this is true in most cases, it doesn’t have to be that way, provided the job seeker understands the search process and becomes efficient with planning, creative thinking, networking, and research. Where Do You […]

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