How We Work

We’ve got two simple problems that need to be fixed.

We’ve got two simple problems that need to be fixed. Beginning May 10 th , we’re shifting the way we work.

We’ve got two simple problems that need to be fixed. Beginning May 10 th , we’re shifting the way we work. Let’s start with our work environment…

Our open space makes it easier to: * collaborate

Our open space makes it easier to: * collaborate * learn by osmosis

Our open space makes it easier to: * collaborate * learn by osmosis * stay in the loop

Our open space makes it easier to: * collaborate * learn by osmosis * stay in the loop * interrupt

Our open space makes it easier to: * collaborate * learn by osmosis * stay in the loop * interrupt this is a problem

interruptions are no good...and they’re especially brutal for programmers

interruptions are no good...and they’re especially brutal for programmers that’s easy to fix, right?

interruptions are no good...and they’re especially brutal for programmers that’s easy to fix, right? just stop interrupting each other!

interruptions don’t just come from other people in the office…

interruptions don’t just come from other people in the office… * email

interruptions don’t just come from other people in the office… * email * phone calls

interruptions don’t just come from other people in the office… * email * phone calls * THE &!%#@ SERVER IS DOWN!

the average American office worker does 2 hours and 12 minutes of actual work per day

the average American office worker does 2 hours and 12 minutes of actual work per day we do better than that, but…

the average American office worker does 2 hours and 12 minutes of actual work per day we do better than that, but… we’re still not even close to performing at our highest levels as individuals or as a company

problem #1 we have no control over our most valuable asset

problem #1 we have no control over our most valuable asset our time

problem #2 individuals and teams don’t have well-defined roles

the early days: we were all Swiss Army knives who could take on any task and produce quick results

the early days: we were all Swiss Army knives who could take on any task and produce quick results competitive advantage for CI

the early days: we were all Swiss Army knives who could take on any task and produce quick results competitive advantage for CI Unfortunately…

Swiss Army knives get overwhelmed when a small project…

Swiss Army knives get overwhelmed when a small project…gets bigger

For our business to scale properly, we need to define how we handle certain events

For our business to scale properly, we need to define how we handle certain events * website errors

For our business to scale properly, we need to define how we handle certain events * website errors * broken phone lines

For our business to scale properly, we need to define how we handle certain events * website errors * broken phone lines * customization requests

For our business to scale properly, we need to define how we handle certain events * website errors * broken phone lines * customization requests * new business referrals

each team will decide on procedures and processes to manage day-to-day operations

each team will decide on procedures and processes to manage day-to-day operations we also need to define our individual roles and figure out who does what around here

consider three distinct roles 1. builder a builder writes new code, creates new applications, acquires new customers, provisions new lines

consider three distinct roles 1. builder 2. inspector an inspector monitors what has been built and preemptively fixes any potential problems

consider three distinct roles 1. builder 2. inspector 3. fire fighter fire fighters are there to handle unexpected emergencies and restore order as quickly as possible

consider three distinct roles 1. builder 2. inspector 3. fire fighter all of us spend time in each role. what percentage of your day gets allocated to each role?

currently 1. builder 10% 2. inspector 0% 3. fire fighter 90% all of us spend time in each role. what percentage of your day gets allocated to each role?

currently ideal scenario 1. builder 10% 75% 2. inspector 0% 15% 3. fire fighter 90% 10% all of us spend time in each role. what percentage of your day gets allocated to each role?

I don’t own my time recap: two main problems

I don’t own my time I don’t know exactly what I need to be doing on a daily basis recap: two main problems

good news: these are organizational issues that can be addressed and solved

good news: these are organizational issues that can be addressed and solved Let’s first celebrate some bigger issues that we already have under control. Our hard work is paying off…

* our customers appreciate us * we’ve got a cool product

* our customers appreciate us * we’ve got a cool product * we’re financially stable

* our customers appreciate us * we’ve got a cool product * we’re financially stable * our team is amazing

* our customers appreciate us * we’ve got a cool product * we’re financially stable * our team is amazing * tons of opportunity ahead

how do we get over the hump and become a great company?

I don’t own my time I don’t know exactly what I need to be doing on a daily basis back to our two main problems:

I don’t own my time I don’t know exactly what I need to be doing on a daily basis back to our two main problems: let’s meet the man who can help

Parkinson’s Law work expands so as to fill the time available for its completion

what happens when you’re working on something that doesn’t have an immediate deadline and clear action steps?

what happens when you’re working on something that doesn’t have an immediate deadline and clear action steps? you float through the day and simply fill a seat at the office

quick poll: raise your hand if the following applies to your typical work day

quick poll: raise your hand if the following applies to your typical work day *** When I arrive at the office, the first thing I do is open my email. This dictates my first activity for the day.

quick poll: raise your hand if the following applies to your typical work day *** I meet with the rest of my team to stay in the loop on what’s going on

quick poll: raise your hand if the following applies to your typical work day *** I leave my email open all day. When a new message comes in, I immediately open it up and react.

quick poll: raise your hand if the following applies to your typical work day *** I rarely get a chance to focus on a single task for more than 20 minutes at a time.

quick poll: raise your hand if the following applies to your typical work day *** When I leave at the end of the day, it would be difficult to provide a concise summary of what I actually accomplished that day.

if it makes you feel any better, I had to leave my hand up for all of those scenarios

if it makes you feel any better, I had to leave my hand up for all of those scenarios now pause for a second and think about the last time you had a really good work day

For me, positive or negative feelings about a work day are directly related to how much I actually got done that day.

For me, positive or negative feelings about a work day are directly related to how much I actually got done that day. Productive days are more fun.

what are the common characteristics of a truly productive day?

what are the common characteristics of a truly productive day? I know exactly what I need to accomplish

what are the common characteristics of a truly productive day? I know exactly what I need to accomplish I have an organized plan on how I’m going to accomplish the task

what are the common characteristics of a truly productive day? I know exactly what I need to accomplish I have an organized plan on how I’m going to accomplish the task I block out the typical interruptions and distractions

if I want to own my time, first I have to organize my time

solution #1 we will begin using internally developed software to organize our work day

solution #1 we will begin using internally developed software to organize our work day until someone comes up with a better name, I’ll refer to this program as CI Work

solution #1 we will begin using internally developed software to organize our work day Think of CI Work as a stripped down version of a CRM program. It will force us to conscientiously focus on a three step process for every action…

CI Work 1. Gather Each team and every individual will have specific processes in place for taking in requests, projects, and actions. These will all be gathered in one place.

CI Work 1. Gather Our brains weren’t designed to store a lot of stuff in short term memory. You’ll now have a single place to hold all of the data pieces you collect via email, phone, co-worker requests and your own fresh ideas.

CI Work 1. Gather Why does this matter? Your brain will be freed up to concentrate on the task at hand, since it no longer needs to waste any storage space on your to-do lists.

CI Work 1. Gather 2. Plan Rather than just reacting to whatever comes in, you’ll be evaluating everything you’ve gathered and then making a specific plan on how you’re going to spend your day. This is what I’m going to accomplish right now: _________

CI Work 1. Gather 2. Plan By intentionally planning your actions, you’re in control of how your time gets spent. You’ll no longer be relying on your email inbox to give you the next item to pay attention to.

CI Work 1. Gather 2. Plan 3. Execute No more floating! Now that you’ve established what you need to do, it’s time to take action.

CI Work 1. Gather 2. Plan 3. Execute While you’re executing and getting things done, don’t allow yourself to be interrupted or mentally drift to a different task. Trust that any new information will be properly gathered and planned at a later time.

CI Work 1. Gather 2. Plan 3. Execute At the conclusion of each work period, you’ll summarize what has actually been accomplished in your CI Work account.

okay, this will help us focus on being builders rather than reactive drones…

okay, this will help us focus on being builders rather than reactive drones… but we still haven’t overcome Parkinson’s Law!

okay, this will help us focus on being builders rather than reactive drones… but we still haven’t overcome Parkinson’s Law! How will we keep projects and tasks from stretching out? How will we create a sense of urgency?

CI Work 1. Gather 2. Plan 3. Execute

CI Work 1. Gather 2. Plan 3. Execute we need something else…

CI Work 1. Gather 2. Plan 3. Squeeze 4. Execute

3. Squeeze Why do we do our best work under the tightest deadlines?

an approaching deadline forces you to remove any parts of a project that aren’t absolutely essential

an approaching deadline forces you to remove any parts of a project that aren’t absolutely essential if something doesn’t hold critical value, it just gets ignored

you’re going to have to squeeze , because on May 10 th your work day is getting chopped

current approach: show up at the office and work about 8 hours

current approach: show up at the office and work about 8 hours most of us actually work more than 8 hours per day

solution #2 new approach: * 2 work segments per day

solution #2 new approach: * 2 work segments per day * a segment may not exceed 3 hours

solution #2 new approach: * 2 work segments per day * a segment may not exceed 3 hours * log each segment in CI Work

“ there’s no way I can get everything done in 6 hours”

“ there’s no way I can get everything done in 6 hours” * trim the fat

“ there’s no way I can get everything done in 6 hours” * trim the fat * delegate

“ there’s no way I can get everything done in 6 hours” * trim the fat * delegate * prioritize

“ there’s no way I can get everything done in 6 hours” * trim the fat * delegate * prioritize * become more efficient

“ I’m supposed to reduce my workload to fit into a 6 hour day?”

“ I’m supposed to reduce my workload to fit into a 6 hour day?” Nope, just the opposite… the expectation is that you’ll be producing more than ever before. You just have less time to do it.

“ can meetings fall within the 3 hour segments?”

“ can meetings fall within the 3 hour segments?” No

“ can meetings fall within the 3 hour segments?” No Figure out a way to eliminate internal meetings. Send email updates instead.

“ This approach sounds good for a programmer, but it will be impossible to implement for the customer support team.”

“ This approach sounds good for a programmer, but it will be impossible to implement for the customer support team.” You’re right, real fire fighters don’t get to choose their schedules. Between now and May 10 th , we need to figure out how we can balance this new schedule with our commitment to customer support. It’s do-able.

“ Will my salary decrease?”

“ Will my salary decrease?” No.

“ Will my salary decrease?” No. You’re being paid for the value you bring to the company. Compensation shouldn’t be tied to the number of hours that you sit in a chair.

“ What am I supposed to do with all of the new free time this will create?”

“ What am I supposed to do with all of the new free time this will create?” Get a life.

“ What am I supposed to do with all of the new free time this will create?” Get a life. I’m serious. Spend more time reading, hanging out with friends, sleeping, exercising… whatever you want to do.

“ What am I supposed to do with all of the new free time this will create?” Get a life. I’m serious. Spend more time reading, hanging out with friends, sleeping, exercising… whatever you want to do. Healthy employees are more productive.

“ What am I supposed to do with all of the new free time this will create?” Get a life. I’m serious. Spend more time reading, hanging out with friends, sleeping, exercising… whatever you want to do. Happy employees are more productive.

CI Work 1. Gather 2. Plan 3. Squeeze 4. Execute ignore anything that isn’t critical

CI Work 1. Gather 2. Plan 3. Squeeze 4. Execute ignore anything that isn’t critical let’s explore this a little bit more…

why is the standard work day constructed the way it is?

why is the standard work day constructed the way it is? everyone shows up at the same place and works at the same time

if the middle guy doesn’t show up on time…

Chaos! A scene from I Love Lucy breaks out if the middle guy doesn’t show up on time…

the standardized work day made sense for factories back in the 1940s…

we’re not running a factory…

… so why do we still follow this routine today?

“ because that’s just the way it’s always been done.”

“ because that’s just the way it’s always been done.” Yikes…that’s the worst possible reason for doing anything.

Remember… we’re fanatically stripping away anything that doesn’t directly add value

does a 45 minute commute truly add value?

do you produce better work just because you have the privilege of looking at my face all day long?

* we all have cell phones * we work on laptops

* we all have cell phones * we work on laptops * we communicate through CI Work

* we all have cell phones * we work on laptops * we communicate through CI Work is it really necessary for us to all show up in the same place each day?

* we all have cell phones * we work on laptops * we communicate through CI Work do we all need to be working at the same prescribed time?

during this 10 week trial, your only commitment is to put yourself in the optimal work environment

during this 10 week trial, your only commitment is to put yourself in the optimal work environment the office will still be open and available, but figure out what works best for you.

* coffee shop for a morning segment * home office for the afternoon * by the lake for a few days

* coffee shop for a morning segment * home office for the afternoon * by the lake for a few days You own your time, so it makes sense to also own your environment

just staying busy no longer counts.

production is all that matters.

production is all that matters. 1. focus on meaningful tasks

production is all that matters. 1. focus on meaningful tasks 2. get them done

I’ve thrown a lot at you. Here’s a recap:

We will efficiently organize all tasks and projects that need to be done. summary

Rather than reactively floating through the day, we will all have a specific and measurable plan of attack for everything we do. summary

Each team will develop specific processes for handling new tasks. summary

CI Work is a simple program we will use to organize our days and track productivity. summary

Our days will consist of 2 segments with a mandatory break in-between. Each segment lasts a maximum of three hours. Outside of gathering and planning, all of your work must be contained within these two segments. summary

Work from anywhere you choose - office appearances are optional - no mandatory meetings summary

We’ll fully commit to this approach for 10 weeks. Then we’ll evaluate what works and what doesn’t work. summary

How We Work

Empfohlen

Empfohlen

Weitere ähnliche Inhalte

Ähnlich wie How We Work

Ähnlich wie How We Work (20)

How We Work