Oh, I thought you were supposed to work on that.

It happens all the time right. Your team has a bunch of important tasks to complete, but one of the most critical ones remains undone. Not anyone's fault really. It's just that everyone thought that someone else was doing it, and the manager was sure that one of the team members had picked it up. What's to be done? Probably more monstrous spreadsheets that track everything: past, present, and future. In addition, there may be more long meetings, can't drop the ball like this again.

What if there was an easy way to track all of the 'Top 3' tasks everyone is currently working on?

WorkWyze manages all of the tasks or work items assigned to your team members. Each team member has the option of adding any work item to their 'Top 3'. Other team members are notified in their 'Activity Feed' page (similar to Facebook) when a team member moves a task into their work item, or completes one. There's also the option run a report that tallies all of the 'Top 3s' across all team members. Sure, you'll still have your meetings to touch base and hear what people have to say, but the meetings should be more informed if everyone has a pretty good grasp of who's working on what.

Go ahead and sign-up for WorkWyze and simplify how your team manages itself. It's free! 

Lists, oh so powerful, oh so demoralizing

We’re human. We’re also like computers in that we have memory. When a computer overflows with requests it runs low on RAM, so it reaches for the hard drive for help. Often we humans also have too many things to track. When our short term memories get stretched we reach for a pen an paper, or some digital device, and make a list.

Lists work pretty well a lot of the time. When planning a vacation, or going grocery shopping, who wouldn’t benefit from jotting the details on a list. When the goal is discrete, and the end-game is specific, lists work exceptionally well. Completed items can be easily checked off, afterwards the list can be thrown away.

When lists persist, such as in a workplace setting, they can be less effective. You get up in the morning and outline the tasks that need to be completed that day. You even take the step of circling the highest priorities, and off you go. Stuff comes up during the day though, and there’s not enough time to get everything done, but that’s life. The following day, time to plan you’re work once more, so you make another list. You move the undone items from yesterday to today’s list, add some new ones, and you’re off again. But unforeseen events again throw a wrinkle in the list. By day three, with so many items to carry-over, the list becomes overwhelming. You scratch your head, strain as you wonder should all of the items really be on the list, and feel guilty for not getting the things done that you had committed to on previous days. Agh! Let’s just throw the whole thing away. I’ll do without a list, at least for a while anyway. The same type of scenario occurs when people flag emails, with the best intention of returning to follow-up on them. The list of flagged emails quickly hits a number like 157. It’s a source of stress, but the truth is that a only a sliver of those flagged messages require further attention.

So what’s to be done? How can persistent lists leverage the power of lists that are used for discrete tasks? With WorkWyze.com we believe we’ve come up with a simple workable solution.

WorkWyze maintains 3 work lists: Current, Back Burner, Archive. When a task or work item is inactive for a week (it may be self-assigned, or assigned by a colleague) it drops from the Current list to the Back Burner (yes, you do get a notification when this happens) An item is kept active when comments are added, or when the status has been updated. If a Back Burner item is inactive for a further 2 weeks, it drops to the Archive. Logic dictates that if an item is important it will be updated more often than item that has is not important. Less important items naturally fall down the prioritization order and drop out of immediate sight. It's simple and easy, not all that original though, well architected computers operate in a similar fashion.    


Go ahead and sign-up for WorkWyze and simplify how your team manages itself. It's free! 

Why is Productivity Beautiful?

Ever spent a whole day at work and not really accomplished anything? Read some email, factor in a couple of unexpected phone calls, toss in a few meetings. Before you know it, eight hours have passed and you haven't checked anything off of your list. You can always stay late (along with everyone else) but doesn't your family or your pet deserve some attention too? Didn't you promise yourself that you'd get some exercise? What about that book you never started?

I've found that my work time during the weekend is far more valuable than during the week. Why? Not because I particularly enjoy spending Saturday in front of a computer. It's because my perspective is totally different. During the week I feel an obligation to spend a certain number of hours working. Sometimes those are productive hours, sometimes they aren't. But I fit myself into the mold, whether or not it makes sense. On the weekend, however, I just target one or two discrete tasks. If those tasks take me five minutes, great! I walk away with a sense of satisfaction. If they take a couple hours, that's OK too. The point is that that weekend allows me to focus on what I'm trying to accomplish, not how long I spend doing it.

That's really what WorkWyze is about, too - allowing you to put everything else aside and focus on what needs to get done. It provides you with a 'work repository', a place to remember why you were hired. Why not give it a shot? Complete a Work Item. Feel that sense of satisfaction as it moves to your Archive folder. Maybe even assign a Work Item to someone else. Then go home and take your dog for a walk.

Email: The Black Hole

Twenty years ago, email was virtually unknown outside of academic and scientific settings. Today, it's so widespread that you might be shocked to find someone who doesn't use it. What an amazing transformation for such a short period of time.

In the workplace the change has been even more dramatic. Email has become the default means of communication, stealing market share from the telephone, hard-copy memorandum, bulletin board, hallway conversation and meetings. The problem is, it has been a little too successful.

Twenty years ago you never would have dreamt of having a lengthy debate with a colleague via pencil and paper. You wouldn't have called a meeting to look for your missing stapler. You wouldn't have used the bulletin board to monitor your team's performance. Today, though, email is used for all that and more; it's often the be-all and end-all for office information and communication. It's ubiquitous, easy to use, and fast. But it's also abused.

How many times have you had the following internal conversations, with more than a hint of frustration:

• "I'm positive he sent me that link, but I just can't find it. Or was it Joe that sent it? Forget it, I'll just ask the whole group if they know."
• "Ahh ... performance reviews, my favorite time of the year. What did Jane accomplish in the last 12 months? I know she was really productive, but I need specifics. I'll just go into Outlook and review all her emails. Yikes ... there are 454? Better get some coffee."
• "Why do they keep copying me on these messages? I don't care what they do in Sales unless it's going to impact me, or unless they need my help."

Email has become a dumping ground. Good luck separating the wheat from the chaff!

It's time to pull back a little and carefully consider where you store your important information. Work requests, status updates - your critical day-to-day information - should be accessible outside of email. Consider a separate work management system that will provide you easy access to the data that's most critical to your team. Has your team completed the work that you assigned to them? Do you remember what your boss asked you to do in the last meeting? Those are questions that you need to able to answer ... easily.

WorkWyze, offered by our start up Aquamarine Networks, is just one option. See what's out there and choose one that works for you. But whatever you do, don't just send an email.

WorkWyze - simplify how you manage your team

After many years of managing people and projects in organizations of all sizes I came to realize that there is a common thread; when two or more people get together to collaborate, chaos seems inevitable.

"I thought I told you that we needed it by Wednesday..."
"No, actually, I've been working on that..."
"This is so frustrating, I need to know who is assigned to this, and what the status is"

The thinking was that it shouldn't need to be this way. Myself and a couple of friends have built WorkWyze. WorkWyze is simple online tool that is designed to make is easier to manage teams, and enable team members more easily manage their work.

Our beta release is up and running. I'd really appreciate you stopping by WorkWyze.com and see if you'd like to try it out with your team. It's free! You can also check our brief video of at http://www.youtube.com/watch?v=njt3wGO7yy0

Productivity is beautiful!

Streams, Capsules, and Cloaking Systems

“Information wants to be free”, as the slogan goes. Services such as Twitter give us access virtually anything newsworthy, right now. Social Networks such as Facebook perform a similar function for friends and family. Huge technical innovation has taken place to get us this point, but the method with which information is delivered is also novel. To enable us to more easily consume the increasing volumes of information “the stream” has emerged. We are fed a neat and steady hose of information capsules in formats such as Twitter 140 character posts, and Facebook’s summarized updates of friend’s activities. At a glance we know what’s going on. If we want to know more, searching is simple.

If data about world events and social circles is now more fluid, the same could not be said for the information inside most organizations. Here the stream is more like an inconsistent drip. Crucial data relating to “what’s really going on…” is cloaked within isolated groups and individuals. Sometimes this buried information can be random beautiful nuggets that could unlock solutions to nagging issues. But its also often bad news that no one wants to touch; the stuff that is allowed to fester and later blows up like the BP oil explosion in the gulf of Mexico. Organizations that are conservative and secretive have cultures that tend to keep things hidden; like the stain on a old carpet the problem of concealment is rarely even acknowledged. The innovative companies though, realize the value of free access to information. They understand that knowledge is power, and creating channels that allow access to knowledge will only serve to strengthen the power of people to make the right decisions and get things done. The challenge though is that open and accessible corporate systems similar to the functionality made available via Facebook and Twitter have yet to hit their stride.

Shameless Plug 
In WorkWyze we are building solutions to the myriad of information issues faced by teams and organizations. WorkWyze is simple and free to use. We have taken a leaf from Twitter’s book by creating a feature whereby co workers can post a capsule of work related information into a stream that is viewable by other team members. These can be consumed as crisply as a tweet, with little of the baggage associated with email. The WorkWyze task tracking and assignment system is similar to Facebook’s news feed. Its no longer an issue to figure out who’s working on what, what the status is, and where the priorities lie.

If you’re a member of a progressive team, and want to check out WorkWyze, you can sign-up for our free beta by going to WorkWyze.com.

What I really need is a tool to help me manage my team

Your team gets by, but it sure would be nice if there was less chaos and hassle. I guess you could use Microsoft Project right? “Yuck” most would say. MS Project is a system that is generally favored by Project Managers that veer towards the geeky side, and even some of them are none too fond of all of those complicated looking Gantt charts, dependencies, and predecessors. For most, the jury is in. MS Project can be viewed as valuable for planning and blueprinting a project, but to manage and execute towards milestones old MSP is more than a tad on the rigid side.

37 Signals is a company that began providing services in the area of web design. Unsatisfied with the available tools that would allow them perform their work in an efficient manner, the folks at 37 Signals elected to build there own. And so Basecamp was born. Basecamp is a online solution that is significantly lighter and more elegant than MS project. In addition to Project Management, features include a White Board, Forums, and Document Management. It has attracted quite a following and has spawned a number of imitators. If your team is planning a project such as the design of a web site for a client, then products such as Basecamp are definitely worth looking in to.

But the thing is, most working teams are of an operational nature rather than project based. Work is frequently ad-hoc, often discrete, and only occasionally part of a grand plan. The challenges lie in making sure that work is defined, delegated, prioritized, and easily tracked. Most teams struggle along using combinations of email, spreadsheets, and documents to address these challenges. For sure, each of the aforementioned tools provides value, but none are designed to be a Work Management System.

In WorkWyze we believe that we have the optimal hybrid solution that provides relief for working teams. WorkWyze is part Task Management System, part Collaboration Tool, a dash of Social Networking, with a pinch of Project Management thrown in for good measure. It is simple and straight forward. It has a uniquely clear Workflow System that instantly allows you to track and identify the status of any work item. The Water Cooler activity feed allows you to take an instant pulse of the what is going on in your work environment. The Reporting feature allows you to track what your team members have elected to prioritize, it also enables the monitoring of next steps, and measures the on-going progress of the team.