What’s Your Exit Strategy?

An occupational hazard of being a consultant is that you get to see lots of the same problems in many different organizations.

It seems that sometimes little thought is given to how an organization can move from one technology to another or to move from legacy systems (where legacy means it doesn’t fit the organization anymore) to better solutions.

Today’s decisions can be tomorrow’s botleneck or bad design. It’s just a matter of time.

What can you do to help your future organization? Things like SOA can help. Great tests around your application are essential if you ever make the choice to change.

I’m looking for something better. I don’t know if you can ever get to a system that is that responsive to change. I’d like to see one that is.

A Shift In Attitude

Agile is about a shift in attitude more than process. It requires a shift in focus that is easy to explain, but hard to put in practice.

A useful way to view making the change is as an investment. There are many advantages to thinking this way about how you change an organization.

Being disciplined about investing in people, testing out theory, evaluation and constant improvement go a long way.

When you look to implement this kind of change, process only takes you part of the way. The mechanics of analysis, for instance, can be taught in a few weeks, but it takes a deliberate shift in thinking as well as practice to get good.

Shifting language is a good first step to shifting attitudes. Language around collaboration rather than commitees and processes. Shifting from requirements to goals and priorities.

When you change language, you can start to change minds. It’s a long road and it helps to have experts to guide you along the way. Don’t expect a magic process and if you work with me, expect a conversation.

Stimulate The Economy: Start A Business

As we begin our latest downward slide in the economy, people are starting to lose their jobs at an alarming rate.

Instead of looking for some other job, why not create one for yourself? It is easier than most people think if they simply choose what’s right for them.

“What is the right company to start?” I can hear you asking. Something you know and that can be tested easily with minimal costs. I don’t know what that is for you, but you do.

It’s old advice, but worth repeating. Look for something that comes easily or happily to you. Something you are an expert in that you can turn into something to sell to others. If it is hard to replicate, even better.

Once you know what it is, start small and test out the results, but start today. That is the key. Your business model is only going to be perfect by accident. Be willing and able to change.

How does this help the economy? By creating jobs, tax revenue, etc.

If you’ve gotten this far, let me know. There are so many people out there that are willing and able to get you even further.

PSA: Don’t Generate Offensive Promo Codes

OK folks, I’m now on my 3rd client having problems with certain four letter words coming up in their automatically generated promo codes. It’s easy to get around this problem in a very simple way: Don’t use vowels in your promo codes if you’re using letters. No need for special filtering software or huge lists of banned words. You can always add complexity later, but that simple rule will help you more than the rest.

If you want to get more careful, you could alternate letters and numbers, or use some other strategy. To be kind to your users, be aware that some numbers and letters look the same to people and they will enter your codes wrong (or worse, enter in someone else’s code by mistake).

To help you, here’s a list of the numbers and letters I suggest people use because they won’t get them confused with each other and hopefully your system won’t create any bad words (if they do, let me know). If you’re worried about the number of combinations you can make, just add more characters to the length of your code or allow yourself the option to generate your own special codes.

letters = [‘B’, ‘C’, ‘D’, ‘F’, ‘H’, ‘J’, ‘K’, ‘L’, ‘M’, ‘N’, ‘P’, ‘Q’, ‘R’, ‘S’, ‘T’, ‘V’, ‘W’, ‘X’, ‘Y’, ‘Z’]
numbers = [2, 3, 4, 7, 9]

You could then take this and make a simple ruby method that does something like this:

letters = ['B', 'C', 'D', 'F', 'H', 'J', 'K', 'L', 'M', 'N', 'P', 'Q', 'R', 'S', 'T', 'V', 'W', 'X', 'Y', 'Z']
numbers = [2, 3, 4, 7, 9]
promo_set = letters | numbers # combine arrays
promo_code = promo_set.sort_by{rand}[0..14].to_s # randomize array and take the first 15 elements and make them a string
=> "CS4FZLHVMPK3QJN"

Documentation Is Conversation Frozen In Time

I’m on a new account this week and my colleague Julias Shaw coined the phrase in the title.

We have been trying to get our client to realize that the solution to people not reading huge requirements documents all the way from development to QA to support is not more documentation, but more communication.

We are all for documentation, but only the kind that people will actually read.

A Story About Me Written By My Grandmother

Joey at 7 Years By Ruth

Last night, as I sat with my grandsons reviewing their five and seven year old accomplishments, I was drawn again to memories of my own childhood experiences. Joey, my seven year old, proudly displayed his ability to write in handwriting, which had mostly been learned through self teaching, some of his capital letters. This, despite the fact that his mother was repeatedly requesting that they say goodnight and get ready for bed. “Let me show you a capital T, Gramma”, he said, laboriously outlining his project. “Oops!” I remarked, “You shouldn’t have crossed the T, honey, that makes it an F.” There was a stricken look on his face, and with an “Oh no!” he left the room. He returned shortly with his specially wrapped gift for his parents which had a large beautifully made capital F in “Fo Mom & Pop.” I whispered to get an eraser and we would fix it and he went and desperately began searching the drawer where such things were kept. Mom, by this time, and not knowing what was going in, demanded that bed time was now! And she forcefully directed him toward the stairs. The enormity, to him, of his predicament, started a totally frustrated cry, but he went upstairs. When she returned I briefly told her what was happening and went to call the sobbing child for just one minute. I explained to him that if he added a small “r” to the “Fo” it would change the word. With brimming eyes, and a moment’s thought, he realized it would say “For” which was perfectly acceptable. Tears stopped, the correction was made, and a true weight had been lifted in his young mind.

It is the tendency of busy adults to forget the importance of the little tragedies that are as monumental to a small store of experiences in children as larger ones are to adults. Showing them how to deal with and minimize error is one of the best and kindest tools to give them. The humiliation and lack of self esteem that comes from not doing what is acceptably correct can leave a scar no different than the scar an adult gets from the same type of things. The child has within him the adult he will be. Treat him with the respect you would afford, and the kindness you should use, in your dealings with all people.

The enormity of unresolved calamities of my own childhood, though they are small by adult standards, still come back to haunt me. Not that adults were uncaring, but there was an opinion that because children were small, their feelings were relative to their size. Not so! The adult is wrapped in a small confining package, straining to find answers to enormous complexities in the child’s body.

I miss you Grandma.

Sugarcoating Is Harmful

When you have to evaluate someone, it is easy to err on the side of being nice. When you really like the person outside of work or they are your friend, it becomes doubly hard. It is still important to be honest with feedback for someone so that they can improve and important for future teams so that they can make sure the person is the right fit.

I tend to use a lesson learned long ago to escalate problems I’m having with people.

First, talking to the person is often the earliest and easiest way to give someone feedback. Often people will not know something is wrong and are more than willing to fix it.

Second, if the person doesn’t respond, let them know you will take your feedback to their boss if needed. Give them a timeframe to improve and tell them what you will do if they don’t.

Third, evaluate how the person is doing and possibly even get a second opinion.

Finally, putting honest feedback into a review will help teams evaluate the person’s strengths and weaknesses for the future. Even bad feedback with a good outcome can help someone’s review for the future. Who doesn’t like to see someone improve?

When you sugarcoat a review, you hurt the person by not letting them improve and future teams they will work with by not letting them see where they need to cover or help someone.

Mingle Tip: Automatically Refresh Mingle

I’ve seen many teams using Mingle as a card wall instead of using real index cards. Usually the teams are distributed, so real cards wouldn’t help anyway. They all run into the same problem that Mingle doesn’t have a feature to automatically refresh a page throughout the day as the team updates cards. I’ll show you a few simple solutions you can choose from to refresh Mingle automatically.

Firefox Extension

A quick and easy solution is to use a Firefox extension that can automatically refresh any page called ReloadEvery. This is probably the least amount of work and works just fine.

HTML IFrame

I’ve also created a small bit of HTML that uses Javascript to refresh an IFrame that takes up the whole page. Just change the google URL to whatever page you need to point to and the amount of seconds you want it to refresh (set to 5 right now). It works in all of the browsers I could find.

Download Radiator

Reduce Your Meeting Dependency

I had a client almost two years ago that was plagued by meetings. Many employees would have back-to-back meetings lasting all day. All of the common symptoms were there: unessential people, no agenda, no clear goals or tasks at the end of a meeting. I remember being annoyed by this the whole time, but the straw that broke the camel’s back was having back-to-back meetings about the same thing.

We coined the term MDD or Meeting Driven Development for them and helped eliminate a huge percentage of their meetings with a few simple rules and tricks to show them him much a meeting really cost them.

First, if there was no clear agenda over email at less an hour before, there was no meeting, period. Initially it was just the consultants that wouldn’t show up, but the full time staff eventually did this too. Often this would eliminate meetings entirely as questions could be answered over email.

Second, we set up a mailing list for people to post to on topics that were relevant to the business including off-topic boards so people could have fun and not clog inboxes. This helped kill meetings by giving them a searchable repository of knowledge.

Third, a wiki was set up with many common threads expanded in a more readable format. Wiki pages were updated and constantly referenced in the mailing lists.

What was the result? More productivity due to more time not wasted in meetings. People actually had time to do work again.

People often wonder why consultants can be so effective at a client site. There are many reasons, but a good one is not being subject to all of the administrative tasks and processes that an employee is put through. Sometimes it is simply that consultants cost too much for the client to be willing to foot the cost of a distracting meeting. Employees are no less important.

Note: agile principles dictate people over process which encourages talking rather than documenting. I’m not against all meetings, only unimportant ones that are wasteful of everyone’s time. Don’t invite 10 people for an hour when 2 for 5 minutes will do just fine for now.