Jessica Lee .ca

How 2 Get Things Done

It's been a long time since my last blog post. I decided to do a very short one about how to get things done.

I'm famous for "getting things done" so I get a variety of projects landed at my desk. So, how do I get things done with the limited number of hours in a day? I only have two tips - TWO is a good number, don't you think?

#1 - Be Picky! Choose the right ideas to work on and be okay about the things you are not working on! That's so Zen! ;-) Well, the truth is that it helps you stay focused on the high-return projects. Always jump on the high return on investment type of projects first!

#2 - Be Positive! The attitude and energy will influence everyone on your project to be more productive.

Done!

 

Five Ways to Ensure a Project Disaster

With every new project, it can be tempting to envision everything going right. However, an optimal outcome is usually only possible as the result of some really hard work. Not everyone has mastered this pathway to success. In fact, there are plenty of project managers who seem to be on the fast track to failure. Here are some common attitudes and actions that lead to disaster:

Scope-less is Hopeless

An issue has come up in your project but you simply don’t have time to investigate it in detail and create a plan for resolution. Can’t you just throw some money at it and make the problem go away?

That doesn’t work too well when the government does it – and you won’t have any better luck. Putting in the time to delve into the true scope of a project or problem means you can save both money and time over the long term.

Flawed Priorities

Your company is operating on some really tight margins. It’s essential to focus on time and cost. Quality can take a back seat. Your team needs to get this done yesterday. You’ve also got to watch your employees like a hawk to make sure they aren’t spending money (or wasting valuable time double-checking anything).

Quality control should be built in to every project from the start. If your company’s financial future is on the line, this is more important, not less important. Can you really afford a spectacular failure right now?

Know It All

You’re the project manager because by golly you are the only one with the brains to get the job done! You always know the right thing to do. Fortunately, this means you don’t need to analyze problems or listen to “experts”. And don’t even get started on trying to find out what the customer thinks – what do they know?

Ignoring advice and suggestions from others is a waste of an invaluable resource. Even worse, your peers will eventually be so alienated that they will stand back and cheer when you fall flat on your face. Clients will take their projects elsewhere when you demonstrate that you don’t care about their feedback. Actively seek out the opinions of others to ensure you aren’t overlooking ways to make your project easier and more successful.

Crack the Whip

You don’t expect to be patted on the head for doing your job. Why should you be expected to show gratitude to your team for their efforts? They’re getting paid to do the work and just need to be pushed harder to meet their targets. Plus, they keep taking up your time with all their inane questions. They are professionals who should know what to do without being told – and they need to get it done NOW or there will be consequences.

Being a workplace tyrant, failing to communicate thoroughly/often, and treating your team members with contempt will always backfire. When employees become disengaged from their work, you can expect to see more mistakes, delays, and inefficiencies. Learn to give honest feedback that focuses on what people are doing right to encourage continued improvements in performance.

Constant Crisis Mode

You never seem to get anything done because there’s always some disaster you have to deal with instead of focusing on your project goals. It’s not your fault that all your projects fail. If you weren’t constantly on guard to put out fires, the whole company would collapse. You simply don’t have time to spend on seeing a project through to the finish.

If this situation describes you, your first project should be figuring out why you are functioning in a constant state of crisis. This is NOT normal and indicates underlying issues with the way your company operates. Or, you may simply be blowing little things out of proportion when you should be delegating. Get your house in order so you can turn your attention to meeting your project objectives without interruption.

Cloud Computing - Your Silver Lining In A High-Tech World

Have you ever noticed that the more stuff we have, the more time we seem to spend managing it? This is particularly true with high tech gadgets.

Got a home computer? Great, now it’s time to get a laptop, then a Blackberry, then an iPhone, and so it goes. If you have a business, you do the same thing (only with more expensive equipment like servers and computer networks). This is simply what it takes to stay connected and have access to all our information instantly at home, at work, and on the go.

Now that you have all these devices, how do you share information between them? Manually reentering your contacts from your computer into your phone is time consuming and frustrating. Backing up files and transferring them from your laptop to your desktop and vice versa can be done with a flash drive, but doing this every day is a bore. Setting up and maintaining a computer network is challenging and expensive. It can also pose a security risk for your data if you aren’t tech savvy.

Pulling It All Together 

What if you could have access to everything you need without all these extra steps? That’s possible with a cloud computing infrastructure. At its most basic level, cloud computing works kind of like a water utility company. Instead of everyone having a well in their backyard, we’re all hooked up to a central reservoir. We can go anywhere there is a faucet and turn it on to get fresh, clean water. With cloud computing solutions, you have access to all of your applications and data from any internet capable device.

Here’s just a sampling of the kind of activities you can enjoy when you enter the cloud:

• Check for messages and manage your contacts with Gmail
• Sync your calendar with those of friends and family members with Google Calendar
• Share photos on Flickr
• Post a blog update on TypePad
• Stay on top of the latest news with Google Reader
• Add items to your Amazon wish list so people can buy you more gadgets!

Plenty of business tools are available in the cloud as well. These include applications such as Google Docs, Google Talk, Salesforce, Web TimeSheet, and Engage B2B.

Keeping It Simple - and Cheap 

Cloud computing is about more than just convenience. It’s also cost effective. You don’t have to pay a tech to set it up (or learn how yourself). There is no investment in network hardware or expensive bandwidth. Upgrades are handled automatically behind the scenes. Security isn’t your problem either (just pick a vendor who already has a good handle on this and you’ll be fine). You only pay for what you use; so you can scale up or back whenever you need to. Best of all, getting started is almost as easy as...turning on that water faucet.

So, now that you know how much cushier life can be in the cloud, why not come up here and join me? :-)

Project Management's 4 C's

A friend has been shopping for a diamond ring lately.  She reminded me the 4 C's which are four variables that are used to calculate the value of a diamond - Clarity, Color, Cut, and Carat.  Then, I thought... project management also has 4 C's which are Complexity, Communication, Collaboration and Coordination!

To tackle a project's complexity, we need the other 3 C's:

Communication 

Once you've gotten rid of complexity, you can be sure it will try to find its way back in. Open and regular communication will allow you to identify it before it takes hold.

Collaboration 

Silos are the enemy of simplicity. Work across the organization to identify where the complexity is and together improve the way business is done. 

Coordination

Smooth coordination is critical to finding simple solutions to the problems you're trying to solve. 

 

6 Ways To Keep Your Project on Track

As a manager, you know that a team project takes a lot more work than meets the eye.  Keeping everything running smoothly requires ongoing effort from everyone involved. 

Focus on these “behind the scenes” areas to improve your project execution: 

1. Support a Team Spirit 

At the outset of your project, match team members up in pairs so everyone has someone to turn to when they face an obstacle.  Ideally, when any issue comes up, they will work as a team to come up with proposed solutions instead of just bringing all their problems to you to solve.  This will give them a greater sense of accomplishment and build team cohesion. 

2. Work Step By Step 

Create checklists that include small action items that may otherwise be overlooked.  The checklists can be used as a template and updated for the next similar project.  They help the team accurately perform routine project tasks  - pilots and surgeons use checklists to reduce mistakes!

3. Crosscheck All the Way 

Assign team members to review each other’s output (using established metrics whenever possible) to ensure that each task is executed properly.  That way, you can perform spot checks but won’t have to spend all your time doing quality control. 

4. Keep Your Eye on the Prize 

Start each group meeting with a recap of your overall project goals.  Then, you can more readily see if a suggested course of action will bring you closer to these objectives or take you off on a tangent. 

5. Have a Backup Plan 

Identify the most likely project disruptions in advance and plan for how to deal with these.  Also, remain flexible enough to handle the unforeseen.  Add contingency resources (e.g. time and expenses for re-work) to your estimate of how long and how much a project will take to complete. 

6. Don’t Become Overwhelmed 

Task saturation occurs when your team members don’t have the time or the resources to get their jobs done.  Combat this by frequent communication.  That way, you can identify people who are overwhelmed before they simply start shutting down.  Use project management or time tracking tools to evaluate performance and identify areas where you need to get more involved.

This post was inspired by an AfterBurner Flawless Execution workshop I attended.  Fighter pilots who had served in the Royal Canadian Air Force and U.S. Marine Corps taught me how to use their techniques in my business!

Thoughts on Social Networking - Leverage Employee Participation To Brand Your Business

The term ‘social networking’ brings to mind sites like FaceBook where people engage in casual chatter about their everyday lives. However, there are also a number of hugely popular Web 2.0 platforms you can use to bridge the gap between professional and personal interaction. This process (done right) helps you build a powerful brand that your employees can connect with. Once your workforce is on board with your company’s vision, there is no limit to the number of people they can reach with your message.

Focus on What’s Important

Before you set up your first network, you need to understand what these tools can and can’t do for you. Companies that approach social networking with a traditional advertising mindset are often disappointed with the results. If your goal is to develop a motivated employee base that will create a buzz about your company, you are much more likely to achieve your objectives. Social networking is a powerful way to:

·         Increase employee engagement and morale

·         Improve real two-way communication with your workforce

·         Express your core vision with every interaction

·         Differentiate yourself from other employers/companies (branding!)

·         Explore new ways to improve your business model

·         Attract top talent to fill open positions

Clarify Your Expectations

Implementing a social networking program without a clear policy for how it should be used is a disastrous mistake. However, filling 5 or 6 pages with fine print about every type of unacceptable behavior (and the resulting disciplinary action) will ensure that no employees have any interest in participating.

Create a one page guideline that encourages positive interaction and accountability without squelching creativity. Let your workers know that you trust them to be professional and take responsibility for the way they represent themselves and your company. Set the example you expect others to follow. Have a protocol in place for addressing any negative behavior on the part of the occasional “problem employee”.

Pick the Right Platform

Here are 4 popular Web 2.0 tools along with ideas for how to use them and ways to encourage employee participation:

Blogging

A company blog can replace many traditional communication mediums. Use your company blog to:

·       Address current issues

·       Answer questions

·       Cover policy updates

·       Talk about new ideas/innovations

·       Share business tips

·       Recognize areas that need improvement

·       Brainstorm creative solutions

Giving employees an immediate voice in these discussions increases engagement. One person can be responsible for moderating comments on the blog, but every department should contribute content. 

Add tags to categorize the entries so employees can easily find data on any topic. Eventually, your blog should become a comprehensive repository of information. Then, you can direct workers to the appropriate entry whenever they have a question.

Your corporate blog should also have an external component where you post information for customers. Invite one employee per week to write a guest post or answer customer questions. This is an opportunity for them to showcase their knowledge about a specific topic that is relevant to your company.

LinkedIn

LinkedIn is a professional network for connecting with potential job candidates. Demonstrating a cohesive presence via a corporate LinkedIn group sets you apart from other employers. When you create your own group, use the summary and description sections to express your brand - not just to give a bland description of what your company sells.

Encourage your existing employees to participate by holding a free 20-30 minute workshop. The focus of this workshop should be to assist them in updating their online profiles. Help them highlight their skills, experience, and expertise. This improves their career potential and your company image at the same time. When employees join your group, your logo is displayed in their profiles. This increases your brand visibility in every interaction they have with other professionals.

YouTube

If you have the budget to create short, simple videos, a YouTube channel is the way to go. This is the perfect medium for distributing messages that improve morale and engagement. Provide creative, entertaining clips about workplace safety, health & wellness, training tutorials, company events, and new products/services.

Everyone loves to be a star, so ask workers to participate in script writing and acting. Use YouTube to distribute a personal message from the CEO once a month. This helps each employee feel personally connected with top management - especially if the CEO drops by to add a comment now and then.

Twitter

The key to successful tweeting is variety, relevance and giving as much as you get. Understand your employee and client demographics and what catches their interest. Tweet about topics that mesh with your larger corporate vision. This can include eco-friendly tips, work/life balance resources, money saving advice, and more.

Position yourself consistently as a source of free, helpful information. This will get your employees in the habit of passing on pertinent tweets to others. Then, it will be a natural progression for them to re-tweet info about your latest product release or job openings as simply another benefit you offer to their extended network.

What's your experience in social media marketing?  Let me know what worked or didn't work for you in the comments!

SEO Tips for Promoting Your Photography Business

Besides taking photos, I manage a team of Internet Marketing professionals.  I normally do not publish any tips, nor advise on my blog; but, I was browsing some great photographers' websites and realize that most of them are unaware that simply publishing photos to portfolio website is hardly a part of strong online business strategy.   

I'd like to share some basic Search Engine Optimization (SEO) tips that would increase your chances of increasing the visibility of your website on the popular search engines:  

• Use a unique, keyword focused Title tag on every page of your site.
  Put your company name at the end if you want to include it in the page title. It offers little or no search value unless you are a major brand name.
• Select good meta tag keywords that describe the site, more specifically your specialties.  The keyword ‘photography’ is extremely broad – more than 376 million references on Google alone. Think about your strengths, try to be more specific to your niche.  For instance, "abstract photography" search results in 170,000 references, "abstract tree photography" only has 7 results. The more specific you are, the better. For more keyword help, you may try the free tools at KeyWordDiscovery or SEOBook.
• Avoid ‘click to enter’ or ‘splash pages’ as the top level site page.  Also, avoid the website designs depending on HTML frames.   Splash pages are the main entry page with large graphic image or link that instructs visitors to enter the online site or flash animation with links to skip animation, and also a redirect to the new web page after the completion of the animation. You would really like the top level page to act as table of contents for remaining site. Splash pages lack anchor text and keyword rich text apart that search engines use to index your page.
• Never publish a website which says that site is under construction.  You don't want search engines to index your under construction site and lead people there.
• Several photographers have either no copy or little copy on their pages. Always design your site with the help of words that target audience types into the search queries.  You may want to keep the gallery and photo sections away from top level pages.  Search engine robots cannot tell what type of a photographer you are based on the images.  They need text.  Use captions with your images - place keyword rich captions with your images.  
• Use the words “image” or “picture” in your photo ALT descriptions and captions. A lot of searches are for a keyword plus one of those words.  Images are, after all, the product. You have to pay attention to the text associated with the images to ensure that they too get indexed properly.  
• Always avoid Flash for the above mentioned reasons. Though you may have typed loads about yourself in the Flash based site, search engines would hardly be able to observe a single word of it. If it is a movie, the search engines cannot even retrieve the words from movies also.  I know this is a trade off for some people who use Flash instead of image files to try to protect their images from being copied. 
• Always have a check on the linked referrals – a link from the other page to your own website - it's best to have keywords which are in line with the anchor text of link. Google search engine always weights the Search Engine results pages towards anchor text of links to the page. For example, if your target is “blue bird photo” then link to “blue bird photo” instead of a “Click here” link.  
• Submit your URL to search engines – you could either do this manually or with the help of a free submitter service such as Submit Express or even seek help from a paid service firm.
• High page rank indicates high trust. Links (especially deep links) from a high PageRank site would carry more weight.  Improve page rank by exchanging links with other reputable websites, directories and bloggers in your specialty photography area.  Search engine giants like Google favor relevant and meaningful anchor text while indexing on websites. In general, the more websites on which the URL appears, the better.  However, quality matters - one good, authoritative link can do a lot more for you than a dozen poor quality links!
• Focus on search phrases, not single keywords, and put your location in your text (“our Calgary store” not “our store”) to help you get found in local searches.

Just remember this formula:

Strong SEO = Text + Links + Popularity + Reputation