Hack your work

Transcript

1. Hack your work. ac you wo Toolbox for non-profits. 13.9.2010 Linda Liukas
2. N ? Now speaking? speaking? Linda Liukas Linda Liukas Marketing Major from Turku School of Economics. Co-founder of Gapps Entrepreneurship Visual Journalism (TaiK) Co founder of Gapps. Entrepreneurship, Visual Journalism (TaiK), Stanford ME310, Mechanical Engineering (TKK). W b M i M h S Web, Metrics, Martha Stewart.
3. A l Aalto E t hi Entrepreneurship S i t Founded in 2008 30 team members Society Founded in 2008. ~30 team members. Board changes every year. Community of 5000+
4. 1 2 Three stories: 3 Three stories: The New Workflow The New Workflow What Gets Measured, gets Managed What Gets Measured, gets Managed The Future is a Glorious Mess. * bonus cases Organise Organise Create & store Create & store Show & share Show & share Communicate Communicate
5. The Ne I The New Workflow "When a 12-year-old can gather information faster, process it more ffi i tl f di f i l d t l t efficiently, reference more diverse professionals, and get volunteer guidance from better sources than you can at work, how can you pretend to be competitive? Hack work, and embrace the others in your midst who care enough to do so." - Thomas Friedman, The DIY Economy, New York Times, December 2009
6. Th t lb ? The toolbox? Google Apps Google Apps ”Physical” tools Google Apps Google Apps Dropbox Dropbox Flickr Flickr F b k F b k <- my focus Twitter Twitter Facebook Facebook ..put in practice Twitter Twitter Newsletters Newsletters Thinking tools a.k.a. mindsets or philosophies Agile Agile Lean Lean ..put in practice these are far more important Toolkits a.k.a. frameworks Scrum Scrum Scrum Pomodoro Pomodoro Process tools a.k.a. organizational patterns 22-minute meetings 22-minute meetings Feedback loops Feedback loops Feedback loops Feedback loops
7. Share folders with Share folders with team + outsiders Sh ifi d Share spesific documents Create & store Create & store Why? Meetings aren’t work. Work is done before or after teams need tools Case: Docs is done before or after – teams need tools to gather, analyze, write and comment. How? Share a folder with your team How? Share a folder with your team. Collaborate on individual documents.
8. Work at the same time on a Work at the same time on a document with 50 other people. Use for mailing lists, invitations, f di li ti t funding applications etc. Show & share Show & share Case: Docs
9. Keep the meeting U th diff t Update with no HTML/markup minutes in one place Use the different templates, such as lists HTML/markup language knowledge Create & store Create & store Case: Google Sites Create & store Create & store Case: Google Sites Why? A centralized place to store information easily. Documentation hub. How? Used as a backlog for events (feedback participants) board meetings book How? Used as a backlog for events (feedback, participants), board meetings, book order lists, contact info etc.
10. A lt t Aaltoes events, meetings and deadlines visible Communicate Communicate Why? Easily communicate and update t ti Case: GCal events+meetings. How? Order the private Aaltoes calender to your prefered calendar programme.
11. C T itt Show & share Show & share Why? From ’what should we do on Twitter’ to ’Let’s experiment!’ Case:Twitter How? Aaltoes twitter account, but #aaltoes far more important. Let people speak for themselves.
12. C G l Al Create & store Create & store Case: Google Alerts Why? Follow your PR online – what is said about your organisation? How? Set daily, weekly or monthly updates on give search terms. Receive them in your mailbox.
13. Wh t t What gets d II measured, , gets managed. gets managed. Create goals.
14. S l Solve root causes, not symptoms. Focus on Why first, then How. Do this five times Do this five times. Why? Why? A new release broke a key feature for customers. Why? Why? Why? Why? y Why? Because a particular server failed. Why did the server fail? Because an obscure subsystem was used in the wrong way Why? Why? Why? Why? was used in the wrong way. Why was it used in the wrong way? The engineer who used it didn't know how to use it properly. y y Why? Why? p p y Why didn't he know? Because he was never trained. Why wasn't he trained? Because his manager doesn't believe in training new engineers because they are "too Why? Why? believe in training new engineers, because they are "too busy."
15. Gather feedback and visuals on your visuals on your activities to back your communications Create & store Create & store Case: Forms Create & store Create & store Case: Forms Why? Integrate feedback into the processes. H ? How? Embed the form results in your Google Sites or Docs. Set e-mail alerts for new answers.
16. Case: Why? Continuity problem with information Organise Organise Case: Handbook Why? Continuity problem with information. Missing a basic check-lists for web services. How? Curated year book as a PDF & Handbook How? Curated year-book as a PDF & Slideshare
17. Create & store Create & store Case: Dropbox p Why? Working on rapid projects was hard rapid projects was hard. Sharing and grouping photos didn’t work on photos didn’t work on Flickr. H ? Sh d How? Shared Dropbox for Aaltoes. S f Stores the financials and web-layouts – things that are either super static or change a lot.
18. Why? Everyone needs pictures. Sharing photos for blog posts journalists Show & share Show & share Sharing photos for blog-posts, journalists etc. H ? T A lt Fli k t Case: Flickr Show & share Show & share How? Tag Aaltoes on Flickr – easy to pull on websites, visual browsing and h th i ti Case: Flickr everyone can choose their own creative commons.
19. F t e i a III Future is a glorious mess g Th t f i t ti i The cost of experimentation is approaching zero. pp g
20. Don’t try everything Don t try everything. Create dashboards – make meaning. g Asynchronous communication is hard (forums, blog comments) – synchronous easier (simultanious collaboration on docs) ( )
21. Case: Like vote sort Organise Organise Case: Like – vote - sort Why? Sometimes voting sorting and liking is easier and more effective Why? Sometimes voting, sorting and liking is easier and more effective. How? We’ve tried so far at least FB, Moderator, Uservoice.com and listiki.com
22. Communicate Communicate Case: Google Groups Communicate Communicate Case: Google Groups Why? Backlog for discussions, easily updateable mailing list H ? How? Yammer-like discussion, but in your mail. So far over 3000+ messages.
23. Label your incoming mail according to the project Contextual Gmail Use custom e-mail addresses gadgets? Why? People use their inbox Communicate Communicate anyways. Rise of the new, glorious inbox apps. Case: Gmail How? Label your incoming mail. Use a custom e-mail address.
24. Recap? 4 Recap? Assess your tools accoring to your processes. Try to avoid overlap as well as gaps. Stick to the plan, don’t change everything all the time. Document everything And in the end it’s not about features it’s about Document everything. And, in the end, it’s not about features, it’s about creatures. Create & store Create & store Sites Slideshare Create & store Create & store Alerts Flickr Organise Organise Sites Groups (e-mail) Calendar Communicate Communicate Flickr Dropbox Organise Organise Twitter Docs Skype Communicate Communicate X? Facebook Newsletter Google Talk Show & share Show & share X? Show & share Show & share
25. Th k ! Thanks! Questions, comments? Shoot: linda@gapps fi linda@gapps.fi twitter com/lindaliukas twitter.com/lindaliukas